Jobs Resources

Responsibilities:

Contributes to patient safety by supporting the System-wide programs and policies addressing a safe environment for patients and the reporting of safety concerns to the appropriate individuals.

1. Provides secretarial and clerical support for designated Vice President by:

a. Assisting in handling matters of a sensitive/confidential matter.

b. Composing correspondence and other materials related to the assigned area.

c. Taking and transcribing dictation.

d. Typing routine and complex correspondence (i.e. memos, letters, minutes, speeches, reports, assembling presentations, etc.); assisting in the preparation and distribution.

e. Exercising discretionary decision making ability in responding to telephone and written inquiries; screening calls and visitors; relaying messages.

f. Managing each Vice President’s appointment and activity schedule by efficiently scheduling meetings, appointments, and luncheons with various administrators, directors, physicians, organizations, and other members of the hospital community.

g. Staffing various meetings by arranging meetings and taking minutes.

h. Making travel arrangements, arranging and confirming hotel reservations.

i. Setting up and maintaining a variety of files and records, often confidential in nature; performing photocopying as required.

j. Maintaining inventory of supplies, submitting purchase orders, and processing invoices; tracking expenses of areas as assigned.

k. Receiving, sorting, opening, screening, and distributing mail.

l. Maintaining timesheets for area as required.

2. Performs administrative duties in support of the assigned Vice President by:

a. Reviewing reports, journals, and other materials of particular significance to designated clinical/administrative specialty.

b. Participating in or coordinating special projects and studies; performing supplementary research, preparing reports and providing recommendations.

c. Gathering, recording, and circulating data/materials for use in committees, conferences, speeches, and reports.

3. May coordinate/oversee the work flow for the respective area; ensures proper telephone and receptionist coverage is maintained at all times.

4. Performs other functionally related duties as assigned.

Qualifications:

Required:

High School Graduate or GED equivalent

Five years of previous office experience

Ability to type 60 wpm and operate basic office equipment (including a Personal Computer)

Demonstrated proficiency in the use of PCs and various software programs such as Microsoft Word, Excel, PowerPoint and GroupWise or a similar e-mail program.

Excellent written and verbal communication skills

Ability to work independently

Preferred:

Experience related to the support of Finance Director or VP, minimally three years in that capacity.