Administrative Assistant - TMC Health Foundation

Tucson Medical Center; Tucson (AZ); On-site; USD 40,000 - 52,000; Full time

Job summary

TMC Health Foundation is seeking an Administrative Assistant to support donor communications, appointment scheduling, and donation processing. The role serves as the first point of contact for donors visiting the foundation office and assists with mass communications such as emails, letters, and newsletters.

The position requires strong organizational skills, familiarity with MS Office, and the ability to maintain accurate records and calendars.

Qualifications

• High school diploma or GED required.
• Four (4) years of skilled administrative staff support experience.
• Proficiency in Microsoft Office Suite products.

Responsibilities

• Arranges appointments and meetings; coordinates meeting materials.
• Supports staff on projects and assists in supervisor/manager absence.
• Organizes major meetings with materials, refreshments, nametags; records minutes.
• Maintains supervisor’s daily calendar and schedules appointments.
• Answer telephones, route calls, take messages, provide routine information.
• Compose letters and memoranda; edit data on routine documents.
• Format reports and presentations using MS Office; operate office equipment.
• Make travel arrangements and document travel expenses; prepare expense reports.
• Inventory and order office supplies regularly.
• Uphold TMCH values and confidentiality.

Skills

Secretarial skills

Office management

Communication

Attention to detail

Education

High school diploma / GED

Tools

Microsoft Office Suite

Job description

Administrative Assistant - TMC Health Foundation

Job Category: Clerical

Schedule: Full time

Shift: 1 - Day Shift

SUMMARY:

Assists in the maintenance of Foundation documents as needed. Assists with mass communication to donors, volunteers, and other partners, including emails, letters, and newsletters. Processes two mail deliveries daily. Records incoming donations and maintains donation log. Serves as a check-and-balance for donation data entry.Serves as the ‘first face’ and receptionist for donors and others visiting the TMC Health Foundation office.

ESSENTIAL FUNCTIONS:

Arranges appointments and meetings; coordinates meeting and agenda materials.

Supports staff in completion of projects and performs assigned duties in absence of supervisor/manager.

Organizes major meetings including distributing materials, arranging for refreshments, and preparing nametags; records meeting minutes through the use of shorthand or rapid long hand to maintain an accurate record of decisions.

Schedules appointments; maintain and updates supervisor’s daily calendar.

Answers telephones, routes callers, takes messages, and provides routine information to callers.

Composes letters and memoranda from dictation, verbal direction, or from knowledge of hospital policy or procedures; edits and corrects data on routine documents.

Formats special reports and presentations including tabular displays, graphics, and overhead transparencies using Microsoft Office Suite products.

Operates a personal computer, word processing equipment and software, calculator, FAX machine, copy machine or related office machinery in performing assigned duties.

Makes air travel arrangements directly or through travel agencies; makes arrangements for ground transportation and hotel reservations; documents travel expenses and accurately prepares appropriate expense reports.

Inventories and orders office supplies regularly.

Adheres to TMCH organizational and department-specific safety, confidentiality, values, policies and standards.

Adheres to and supports team members in exhibiting TMCH values of integrity, community, compassion, and dedication.

Performs related duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION: High school diploma, general education degree (GED), or one-year certificate from college or technical school required.

EXPERIENCE: Four (4) years of skilled administrative staff support experience, or an equivalent combination of relevant education and experience required. Proficiency in Microsoft Office Suite products required.

LICENSURE OR CERTIFICATION: None required

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of secretarial and office management functions and support.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to complete routine reports and correspondence.
• Ability to listen and accurately interpret others' communication or instructions to take appropriate action.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to calculate figures and compute rate, ratio, and percent, and to draw and interpret bar graphs; ability to apply basic algebraic concepts.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.