Work Shift:

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in our exceptional physicians, nurses and staff, as well as advance technology. Capital Health is a five-time Magnet-Recognized health system for nursing excellence and is comprised of 2 hospitals. Capital Health Medical Group is made up of more than 250 physicians and other providers who offer primary and specialty care, as well as hospital-based services, to patients throughout the region.

Position Overview:

SUMMARY (Basic Purpose of the Job)Coordinates or performs a wide variety of administrative activities to support division functions. Provides secretarial support to VPs and department heads to facilitate completion of division work. Coordinates coverage and workflow to ensure smooth operation of executive function.MINIMUM REQUIREMENTS

Education:High school diploma or GED. Business school or Associate's degree preferred.

Experience:Five years of administrative, office, or department experience.

Other Credentials:

Knowledge and Skills:Knowledge and experience in basic office administration functions. Excellent communication and time management skills. Is a highly adaptable individual that anticipates the needs of the many professionals supported and switches tasks quickly when priorities shift.

Special Training:Intermediate knowledge in Microsoft Office including Word, Excel, Outlook, and Power Point required.

Mental, Behavioral and Emotional Abilities:Excellent organizational skills. Meets deadlines. Excellent understanding of English language and has the ability to edit documents and proofread memoranda. Possesses ability to develop rapport with other organization functions and departments.

Usual Work Day:8 Hours  

Reporting Relationships

Does this position formally supervise employees? No

If set to YES, then this position has the authority (delegated) to hire, terminate, discipline, promote or effectively recommend such to manager.

ESSENTIAL FUNCTIONSMaintains calendars for one or more VPs and Directors with timeliness and accuracy. Schedules and coordinates arrangements for meetings and special events, including facilities, catering, and logistics, assuring smooth functioning of events. Makes travel arrangements as needed.Collects, tracks, and maintains information specific to the division, often of a highly confidential nature according to procedure. Maintains confidential employee records for department staff, processes time sheets, tracks PTO in accordance with policy and procedures, and serves as liaison with Payroll and Human Resources.Coordinates the timely receipt, processing, production, and distribution of regular reports to appropriate management team, department heads and organization staff. Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes, and ensures data entry of appropriate information on a timely basis.Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes, and ensures data entry of appropriate information on a timely basis.Revises or drafts processes and procedures as needed to support efficient and effective division operations.Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner. Designs, formats and lays out documents and presentations as needed using intermediate and advanced features of MS Office applications (Word, Excel, Power Point. Organizes data and information on a regular basis. Ensures maintenance of hard copy and computer files periodically as required. Builds and maintains databases using Access, Excel, and specialized database applications. May conduct research on the Internet.Reviews, determines appropriate disposition of, and responds to mail, faxes, and email in a timely manner. Follow up on requests and sends brochures, packets, and other information, as appropriate.Serves as liaison with facilities or building management, safety, and security to ensure consistent provision of services and to resolve problems as needed. Participates in office renovation, space allocation, and office moves, coordinating IS, telephone, facilities and other support services as needed.PHYSICAL DEMANDS AND WORK ENVIRONMENT

Frequent physical demands include: Sitting , Keyboard use/repetitive motion , Talk or Hear

Occasional physical demands include: Standing , Walking , Carry objects , Push/Pull , Twisting , Bending , Reaching forward , Reaching overhead , Squat/kneel/crawl , Wrist position deviation , Pinching/fine motor activities

Continuous physical demands include:

Lifting Floor to Waist 15 lbs. Lifting Waist Level and Above 10 lbs.

Sensory Requirements include: Accurate Near Vision, Accurate Far Vision, Color Discrimination, Minimal Depth Perception, Moderate Hearing

Anticipated Occupational Exposure Risks Include the following: Bloodborne Pathogens , Chemical , Airborne Communicable Disease , Extreme Temperatures , Radiation , Uneven Surfaces or Elevations , Extreme Noise Levels , Dust/Particulate Matter

Offers are contingent upon successful completion of our onboarding process and pre-employment physical.  Capital Health will require all applicants (including contractors, travelers and consultants) to have an annual flu vaccine prior to start date, with the exception of individuals with medical and religious exemptions.

"Company will never ask candidates for social security numbers or date of birth during application phase. If you are asked for this information online, you may be a target for identity theft."