The Administrative Assistant III is responsible for a variety of administrative responsibilities to support the department supervisor/manager and plays an integral role with interdepartmental communication. The Administrative Assistant III is under the direct supervision of their assigned department supervisor.
Provide administrative secretarial support to assigned department manager/supervisor/executive.
Prioritize and take action during the absence of the department manager to assure appropriate referral to delegated authority for resolution.
Act as liaison with various management level employees to facilitate the flow of information.
Attend, record, and/or prepare minutes of meetings and make appropriate preparations for the meeting by assembling handouts, reserving meeting rooms, assembling seating, placing food and refreshments orders.
Prepare and distribute documents and protocols to appropriate staff at all sites.
Assist in the coordination of recruitment, retention and communication with management staff.
Compose and type letters independently.
File correspondence, reports, and other documents.
Copy various documents and distribute documents appropriately.
Gather, organize, and distribute various report data as needed.
Assist department manager with various projects.
Assist in updating and maintaining policies and procedures manuals.
Handle confidential information and matters of discretion in a professional manner.
Perform other general secretarial duties, organize travel arrangements, and process expense reports as deemed necessary and approved by the department manager.
Answer telephone calls, take appropriate messages, and greet visitors.
Responsible for special projects as directed.
Update Microsoft project timelines, keeping resource staff on target with tasks as needed
Track and monitor progress and changes of program/project objectives and deliverables as assigned.
Travel to work sites as needed.
Perform other duties as assigned
High School diploma with 5 years of experience, AA degree with 3 years of experience, Bachelor’s degree with 1 year of experience, or Master’s degree with 1 year of experience preferred. Experience should reflect a record of increasingly higher administrative assistant responsibilities supporting department management.
Experience supporting a Director or Executive Team Member is preferred.
Experience in health care facilities is preferred.
Advanced experience utilizing Microsoft Office (Word, Excel, Access, Publisher, Power Point, Outlook, and Publisher) and Visio.
Strong communication skills written and verbal at a college level is required.
Project Management Experience.
Ability to type 55 wpm; applicant to provide certificate.
Valid California Driver’s license, proof of insurance and personal transportation
Knowledge, Skills, and Abilities
Knowledge of organization policies, procedures and systems
Knowledge of office management practices
Knowledge of secretarial procedures
Knowledge of basic mathematics to make calculations, balance and reconcile figures
Review and edit reports and correspondence
Strong ability to proofread written materials to identify errors in punctuation, spelling and grammar
Ability to prioritize and maintain adequate progress of work on assignments and projects
Ability to plan, organize, and complete work rapidly and efficiently
Ability to act on behalf of the department manager with minimal instructions
Ability to handle difficult situations with minimal instructions
Ability to compose correspondence based on policy, protocols, procedures and guidelines
Ability to keep complex records, prepare reports, meeting minutes, and agendas
Ability to interact with the public, patients, staff, physicians, community business leaders, CEO, and vendors.
Ability to handle difficult situations with tact, diplomacy, and poise.
Ability to plan, organize, coordinate, and monitor the work of committees
Ability to schedule meetings and conferences and coordinate appropriately with all parties via Outlook, e-mail, and phone calls
Ability to multi-task
Ability to work with various department managers.
Ability to work independently.
TYPICAL PHYSICAL DEMANDS: Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Requires lifting papers or boxes up to 25 pounds.
TYPICAL WORKING CONDITIONS: Work is performed in an office environment. Involves frequent contact with staff and the public. Work may be stressful at times. May be required to work evenings and/or weekends.