Administrative Assistant

eisenhower; United States; On-site; USD 31,000 - 48,000; Full time

Job summary

Eisenhower is seeking an Administrative Support Specialist to assist in general office operations in the Plant Operations department. The role entails clerical tasks, scheduling, report preparation, and telephone reception.

Requirements include a high school diploma or GED (or higher if hired after Jan 1, 2023) and two years of admin support experience; healthcare setting experience is preferred. Proficiency in Microsoft Office is essential for daily tasks.

Qualifications

• Two (2) years of administrative support experience
• High school diploma or GED or higher level degree if hired after January 1, 2023
• Preferred: Experience in a healthcare setting

Responsibilities

• Demonstrates compliance with Code of Conduct and compliance policies; report violations.
• Prepares correspondence, reports, schedules, etc. and distributes as appropriate.
• Maintains calendars for leadership; informs changes to concerned staff promptly.
• Facilitates meeting setup and records minutes as requested.
• Answers phones and directs inquiries; greets visitors professionally.
• Revises and prepares new policies for departments; distributes information timely.
• Assists in creating forms and flyers.
• Prepares staff evaluation packets for reporting areas.
• Maintains confidential employee files and onboarding docs.
• Monitors overdue evaluations and health requirements; notifies employees.
• Ensures assignments are completed within deadlines.
• Schedules and coordinates interviews; arranges travel on onboarding requirements.
• Obtains signatures and processes requisitions and reimbursements.
• Supports budget goals and orders office supplies.
• Handles mail distribution and related tasks.
• Performs other duties as assigned

Skills

MS Office

Word

Excel

Outlook

PowerPoint

Communication

Confidentiality

Time management

Organizational skills

Problem solving

Education

High school diploma or GED

Associate's degree

Job description

Default Work Shift:

Day (United States of America)

Hours:

40

Salary range:

$22.83 - $34.69

Schedule:

Full Time

Shift Hours:

8 Hour employee

Department:

Plant Operations

Job Objective:

Assists in administrative operations as directed by leadership. Provides various clerical, administrative, and general office support involving word processing, report preparation, scheduling of meetings and telephone reception.

Job Description:

Education:

• Required: High school diploma, GED or higher level degree if hired after January 1, 2023
• Preferred: Associate's degree

Licensure/Certification: N/A

Experience:

• Required: Two (2) years of administrative support experience
• Preferred: Experience in a healthcare setting

Reports To: Manager, Director, Chief Administrative Officer, Service Line Administrator, Associate Vice President or Vice President

Supervises: N/A

Ages of Patients: N/A

Blood Borne Pathogens: Minimal/ No Potential

Skills, Knowledge, Abilities:

Ability to adapt quickly to changing priorities and unexpected situations, Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information, Ability to effectively communicate in a positive and professional manner, Ability to maintain high degree of confidentiality, Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.), Ability to prioritize tasks and manage time efficiently to meet deadlines, Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications, Problem solving skills to identify issues and formulate effective solutions, Self-starter; driven to take action without needing prompting, Written and verbal communication skills

Essential Responsibilities

1. Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
2. Prepares correspondence, reports, schedules, etc. and distributes as appropriate.
3. Maintains calendars for leadership; changes in schedule are relayed to all concerned in a timely manner.
4. Facilitates meeting setup (date, time, location, materials, catering, etc.) and records and transcribes minutes as requested.
5. Answers phones and facilitates prompt messages to appropriate staff; greets and directs walk-in inquiries professionally as necessary.
6. Revises and prepares new policies and procedures for department(s) and distributes information in a timely manner to all appropriate areas.
7. Assists in creation of forms and flyers.
8. Prepares staff annual and probationary evaluation packets for all reporting areas.
9. Maintains confidential employee personnel files for staff, including but not limited to onboarding documentation, personnel action form changes, terminations, counseling forms, education requirements, etc..
10. Maintains confidentiality of information handled and forwards originals to Human Resources Department as necessary.
11. Tracks past due evaluations and employee health requirements, and notifies employee(s) monthly of upcoming deadlines.
12. Assures all assignments/projects are completed within required timeframes.
13. Schedules and coordinates interviews; prepares interview materials and arranges meeting space; assists with travel arrangements on onboarding requirements as directed.
14. Obtains signatures and processes requests for capital equipment requisitions, purchase orders, check requests, paid time off (PTO) requests, education, travel expense requests, and other requests/reimbursements as needed.
15. Complies with departmental plan to meet budget goals.
16. Orders supplies as necessary for the administrative office.
17. Picks up, sorts and distributes mail.
18. Performs other duties as assigned.