Senior Administrative Assistant OBGYN

Banner Health Corporate; Phoenix (AZ); On-site; USD 52,000 - 64,000; Full time

Job summary

Banner University Medical Center Phoenix's OB/GYN department seeks a Senior Administrative Assistant to support executive leaders within the Women’s Institute.

This full-time, day-shift role emphasizes calendar management, travel arrangements, and handling a wide range of administrative duties with discretion.

Qualifications

• High school diploma or GED.
• 3–4 years of progressively responsible administrative support experience.
• Excellent written communication for editing business correspondence.
• Ability to type accurately from rough draft and dictation using standard software.
• Knowledge of organization policies, practices, and operations.
• Ability to handle confidential information and work professionally.

Responsibilities

• Handle a wide variety of clerical and administrative tasks for executives.
• Coordinate information and notify appropriate staff of important matters.
• Coordinate and manage recurring or special projects as directed.
• Screen calls and visitors and provide information to callers.
• Maintain executives' calendars and arrange meetings, travel, and accommodations.
• Prepare reports, presentations, and summaries from diverse sources.

Skills

Administrative support

Calendar management

Written communication

Typing accuracy

Education

High school diploma

Associate's degree

Tools

Microsoft Office

Email/Office suite

Job description

Primary City/State: Phoenix, Arizona Department Name: OB-GYN Work Shift: Day Job Category: Administrative Services The academic medicine difference. At the center of Banner - University Medicine is patient care, research, and teaching. Join a nationally recognized health care leader and experience the future of medicine today. The Obstetrics and Gynecology (OB/GYN) department at Banner University Medical Center Phoenix, also known as the University Medicine Women's Institute, offers a comprehensive range of services for women's health, including prenatal care, delivery, gynecological care, and more.

The Senior Administrative Assistant serves as the primary operational and administrative assistant to the Executive Level leaders of the Women’s Institute. Prefer academic healthcare administrative experience. This is a full time (40 hours/week), day shift position: Monday - Friday 8am-4:30pm. University Medical Center Phoenix is a nationally recognized academic medical center. The world-class hospital is focused on coordinated clinical care, expanded research activities and nurturing future generations of highly trained medical professionals. Our commitment to nursing excellence has enabled us to achieve Magnet recognition by the American Nurses Credentialing Center. The Phoenix campus, long known for excellent patient care, has over 730 licensed beds, several unique specialty units and is the new home for medical discoveries, thanks to our collaboration with the University of Arizona College of Medicine - Phoenix. Additionally, the campus responsibilities include fully integrated multi-specialty and sub-specialty clinics and has operations in multiple locations spanning across the Phoenix metropolitan city.

POSITION SUMMARY

This position supports senior leadership team members by providing clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis.

CORE FUNCTIONS

• Handles a wide variety of situations and conflicts involving the clerical and administrative function of the office, which often can not be brought to the attention of the executive. This includes summarizing the content of incoming materials, specially gathered information, or meetings to assist their supervisor; coordinating the new information with background office sources; and drawing attention to important aspects or conflict.
• Interprets request and helps implement action, as well as decides whether the executive should be notified of important or emergency matters, as needed. In the absence of their supervisor, ensures that requests for action or information are relayed to the appropriate staff member.
• Coordinates, handles, and/or completes recurring projects or one-time projects, as directed by supervisor.
• Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including key internal or external sources, which requires comprehensive knowledge of organization policies, practices and operations.
• Maintains supervisor's calendar, regularly arranging meetings, conferences, and appointments without clearance. Arranges hotel and travel accommodations for frequent, extended trips.
• Prepares special or one time reports, presentation materials, summaries, or replies to inquiries, selecting relevant information from a variety of sources. May assist in the research, analysis and interpretation of data under the direction of management.
• Performs a broad range of administrative support details on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost impacts on organizational outcomes.
• May hire, train, conduct performance reviews, and direct the workflow for the department staff. This includes completing projects by assigning work to clerical staff and following-up on results.
• This position primarily focuses on the operations of the office of the senior leaders. Responsibilities extend across organizational lines, requiring extensive interaction and involvement throughout the system/facility, as well as the community. This position routinely interacts with senior leaders, board members, physicians, patients, board members, employees, the media, as well as business and community leaders.

MINIMUM QUALIFICATIONS

• High school diploma/GED or equivalent working knowledge.
• A strong working knowledge of administrative/specialized business support services as normally demonstrated through three to four years administrative support experience at a progressively responsible level required.
• Must have written communication skills to edit and proofread business correspondence and reports.
• Also requires the ability to type accurately and efficiently from rough draft and machine transcription or personal dictation, involving standard business vocabulary, using common word processing programs.
• Must have the ability to acquire and utilize a thorough knowledge of organization policies, practices, and operations and oral communication skills to perform routine administrative details, such as arranging meetings, responding to non-routine inquires from telephone callers or visitors, and gathering background information for sensitive or confidential reports.
• Must have the ability to analyze routine administrative details of limited complexity, such as resolving minor scheduling conflicts, redirecting mail, etc.
• Must have excellent oral, written, and interpersonal communication skills to effectively interact with all levels of the organization.
• Must possess the ability to convey a professional image, as well as, effectively represent the organization as appropriate in its relationship with external customers.
• Must have a working knowledge of personal software packages to perform the administrative functions described above.
• Employees working at Banner Behavioral Health Hospital, BTMC Behavioral, and BUMG, BUMCT, or BUMCS in a Behavioral Health clinical setting that serves children must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment.
• An Arizona Criminal History Affidavit must be signed upon hire.

PREFERRED QUALIFICATIONS

• Associate's degree
• Additional related education and/or experience preferred.

EEO Statement

EEO/Disabled/Veterans Our organization supports a drug-free work environment.

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