Administrative Assistant-Director Urgent Care

umchealthsystem; Panama City Beach (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

UMC Health System seeks an Administrative Assistant-Director to support the Department Director with administrative duties from phone routing to meeting attendance as a Scribe. The role includes sending messages to nursing staff via EPIC, calendar and document management, and basic analytics preparation.

The incumbent will interact with multiple departments, respond to queries from patients or vendors, and ensure tools and supplies are maintained.

Qualifications

• High School Diploma or GED required.
• 2+ years of executive administration experience.
• Proficient in Microsoft Word, PowerPoint and Excel.

Responsibilities

• Provides administrative support to Director, Assistant Director, and other leadership members.
• Greets and assists visitors to the department by phone or in person.
• Responds to patients, vendors, or internal staff on behalf of the Director when needed.
• Manage calendar, mail, expense reports, and proofreading before distribution.
• Coordinate department meetings, staff meetings and webinars.
• Serve as scribe in meetings; prepare and distribute notes.
• Prepare PowerPoint presentations or spreadsheet analytics as assigned.
• Manage purchase requests, invoices, and supplies orders.
• Time-keeper responsibilities with Kronos Time and Attendance.
• Ensure department equipment is working; troubleshoot or initiate repairs.
• Perform other duties as assigned by the department.

Skills

Executive administration

Organizational skills

Communication skills

Typing 45 wpm

Education

High School Diploma or GED

Tools

Microsoft Word

PowerPoint

Excel

Job description

We've learned that what is best for patients is also best for employees. Learn more about why we are one of the Best Companies to Work for in Texas®.

Job Summary

The Administrative Assistant-Director assumes the responsibilities of assisting the assigned Department Director with administrative duties ranging from answering and routing phone calls to attending meetings as a Scribe. They will aslo need to send messages to nursing staff through EPIC. Duties may vary depending on the Director and assigned department.

Job Specific Responsibilities

• Provides administrative support to Director, Assistant Director, and other leadership members in assigned department
• Greets and assists visitors to the department, both internal and external, via phone or in person
• May be asked to respond to patients, their family members, vendors, or internal employees on behalf of assigned Director
• Manage calendar, mail, expense reports, and all other documents needing review/proofreading before distribution
• Coordinate department meetings, individual staff meetings, webinars, etc...
• Serve as scribe in assigned meetings; compile, prepare, and distribute notes according to assignment
• Prepare Power-point presentations or spreadsheet analytics as assigned by the Director
• Manage purchase order request, invoice payments, in addition to ordering supplies
• May be required to serve as Time-keeper; maintaining KRONOS Time and Attendance System for department personnel
• Ensure office equipment in assigned department is in working condition; troubleshooting or initiating repair or purchase orders as required
• All other assigned duties as requested by assigned department

Education and Experience

• High School Diploma or GED
• +2 years of executive administration experience
• Proficient user of Microsoft Word, Powerpoint, and Excel

Skills and Abilities

• Excellent organizational skills and attention to detail
• Ability to operate and troubleshoot general office equipment
• Excellent communication skills; must be able to read, write, and understand English fluently
• Minimum typing skills 45wpm with accuracy

Interaction with Other Departments and Other Relationships

Depending on the assigned department, the person in this role will have interactions with many departments and employees within UMC. Interactions with patients, family members, and representatives of patients, and providers is possible.

Physical Capabilities

Position requires prolonged time periods of sitting at a desk, talking on a phone, and working on a computer. Essential hearing and near vision acuity required. Incumbent should be able to push, pull, and lift up to 10 pounds

Environmental/Working Conditions

Work area is well lighted, and subject to varying indoor temperatures changes. Position is sedimentary but may require extensive walking, standing, and/or stooping on occasion.

UMC Health System provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

*Request for accommodations in the hire process should be directed to UMC Human Resources.*