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Work Shift

Day (United States of America)

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The Administrative Assistant I provides standard and routine administrative and clerical duties for the Director and Assistant Directors of the department, including but not limited to collecting/consolidating/distributing department statistical data, preparing documents for presentation, faxing/receiving documents, and ordering/maintaining records of purchase.Maintains all office files including policy and procedures.Assists with department budget preparation and distribution and various staffing reports.Attends monthly management/ staff meetings and records/distributes minutes. Assists in other various operational duties including but not limited to, meeting scheduling, routing phone calls and communication and ordering supplies.

RESPONSIBILITIES

Operations

Provides administrative support to ensure efficient daily operations of departmentOversees office operations and ensures office activities comply with policies and proceduresCoordinates, attends, prepares materials for and/or takes minutes at meetings and special eventsPrepares charts and graphs for reports and presentations.Reviews incoming correspondence and identifies items of special interest to managementhandles routine correspondence and prepares appropriate responsesScreens items that can be routinely handled and prepares appropriate responses.Organize and manage comprehensive schedulesPrepare and revise documents including presentations, emails, reports, and agendasAssist with developing presentations and meeting materialsSet up efficient systems to organize work flow including but not limited to filing, incoming and outgoing mail and correspondence, to-do lists and emailsPrioritize and facilitate Leadership projectsMaintains databases and spreadsheets; may also analyze data and design/generate associated reportsCreate and maintain spreadsheets for tracking various department data, information, requests and suppliesCompile financial, statistical data and reports as assigned.

Office Administration

Orders office supplies and maintains inventoryEnsures office machines (e.g. phones, printers, copiers, and fax) are in working order and may perform routine troubleshooting, as neededProvides oversight for general day-to-day office operationsCoordinates meeting spaces and arrangementsEnsures administrative and procedural processes are upheldAddresses administrative and procedural issues as neededMonitors and tracks expense transactions, at times against a stated budgetAssists with routine human resources activities (i.e., new employee orientation, maintenance of personnel files, updates to Human Resources)Prepares or assists in the preparation of budgets, proposals, status reports and financial statementsReviews and processes expense reports for leadership and staff

Communication Development and Production

Prepares correspondence and communication materialsOversees production of communication pieces including proofing and disseminationUses word and data processing software to complete necessary correspondences, database entries, and reportsResponds to emails and phone calls promptly and professionallyManage follow up communication on issues and provide remindersAttends monthly management/ staff meetings and records/distributes minutesPerforms other duties as assignedComplies with all Wellstar Health System policies, standards of work, and code of conduct.

QUALIFICATIONSRequired Minimum Education:High School Diploma General or GED General

Required Minimum Experience:

Minimum 3 years directly related experience Required

Required Minimum Skills:

Ability to type 60 WPM. Knowledge and skills using PCAbility to effective communicate over phone, in person and in writing.Strong proofreading skillsAbility to read, interpret, and apply hospital and department policies and proceduresAble to transcribe and convey messagesAble to create and maintain effective and positive working relationships with others

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