General Summary:

Under general supervision and requiring independent judgment, is responsible for the efficient daily operations of the department/division administrative office.  Work requires initiative, judgment, knowledge, and ability to relieve supervisor of designated administrative details.  Performs secretarial and administrative duties for supervisor and/or department/division. 

 

Principal Responsibilities and Duties:

Customer Relations

Actively seeks to meet the needs of patients and clients as well as other customers - payers, families, referrers, and staff.

Office Management

Organizes and supervises the daily office functions by (1) determining the proper disposition and priority of incoming mail, (2) composing correspondence and memos, (3) greeting and screening telephone calls and visitors, supplying requested information, and scheduling appointments, (4) locating and obtaining information from sources within or outside the organization, and (5) making requests as needed for physical plant maintenance.

Assistance/Support for Projects

Collects data and provides administrative support to Director and staff for assigned projects. Investigates, collects, and synthesizes data as requested.

Computer Use

Uses Word and Excel to compose and type correspondence, charts, and minutes of meetings, and type and prepare grants and reports.   Proofreads, edits, assembles, and distributes reports and documents. May be required to use PowerPoint. May be responsible for accurate data entry into other systems.

Scheduling and Preparing for Meetings

Coordinates and schedules individual and committee meetings; arranges for rooms and makes other necessary preparations. Prepares agenda, takes notes, and types minutes of meetings.  Makes travel arrangements.

Fiscal and Administrative Recordkeeping

Maintains budget and expense records. Monitors expenses so that department operates within allocated funds. Maintains time and attendance records for assigned unit/program staff in compliance with Health System policies and practices. Prepares and maintains balances of leave times, overtime records, and related statistics. Prepares personnel and financial forms that affect payroll and budget records. Orders and maintains office supplies and equipment.

Office Practices, Procedures and Systems - Recommends revised procedures, practices, systems and forms to improve the efficiency of office/department functions.  Implements changes upon approval and orients staff to the changes.

Supervision - May supervise assigned secretarial and office support staff, make authoritative recommendations as to hiring and firing, orient, train, appraise the job performance, and assign work.

 

Knowledge, Skills, and Abilities Required:

       Work requires high school plus 3-5 years of progressively more responsible administrative experience, AA degree plus 2-4 years’ experience, or Bachelors degree plus 1-3 years’ experience – to gain strong verbal and written communication skills, the ability to perform arithmetic computations and maintain bookkeeping/accounting records for budgets, proficiency with Microsoft Office software, and strong administrative management skills.        Must be proficient in the use of personal computer with Microsoft Office Products (Word, Excel, and PowerPoint), KRONOS timekeeping software, calculator, and other automated office equipment.        Work requires interpersonal skills sufficient to exchange factual/confidential information and communicate effectively and courteously with a diverse group of internal and external contacts (21-50% of work time).        Position requires analytical ability sufficient to develop and implement office procedures, prepare reports, and compute basic statistics.        Work managing the office functions, taking meeting minutes, proofreading, and meeting tight and often unexpected deadlines very frequently (for up to 80% of work time) produces a high level of mental/visual fatigue.

Sheppard Pratt’s mission-driven culture offers an environment where you can explore what motivates you both professionally and personally. Impact opportunities include hospitals, special education schools, residential programs, outpatient centers, and more. We offer continuing education, tuition reimbursement, and career development programs to facilitate your professional growth. Together, we can put your purpose to work.