Administrative Assistant 2

Cape Cod Healthcare•Hyannis, MA

About The Position

Provides administrative support of a highly confidential nature for correspondence, reports, memoranda, budget and special reports, technical papers, staff schedules and payroll, employee discipline, and grievance procedures, as requested. Schedules and maintains appointments for the Director of Security and Emergency Management. Make conference and travel arrangements. Maintains established department policies and procedures, objectives, quality assurance, safety and regulatory reporting standards. Handles confidential information concerning hospital and department operations in a professional manner. Manages complaints received in a professional and timely manner. Receives and opens correspondence. Sorts and distributes information and data. Using business etiquette\: greets staff and visitors to the office, answers inquiries and provides assistance, answers telephones, screens and directs calls to appropriate persons, takes messages and returns calls as needed or requested. Organizes and maintains Security offices. Orders all security supplies and uniforms for officers of the department while consulting the Director of budgetary restrictions. Word processes, manages and maintains information and data. Maintains confidential hardcopy and computer filing system. Maintains administrative database. Produces correspondences, memorandums and special reports as requested. Composes letters and memorandums from verbal/written direction or from knowledge of practice/procedures. Attends meetings as assigned. Prepares, maintains and catalogs minutes of meetings. Prepares accurate and timely materials, data, reports, contracts, agreements, re-licensing, applications, and other related data management and reporting to regulatory, memberships and legal entities. Maintains schedule of administrators/managers, on-call schedule, vacation and conferences. Maintains files of documents/agreements related to outside agencies. Maintains office supplies and equipment as necessary. Completes tracks, submits and manages account payable process for all routine bills and accounts. Performs other work related duties as assigned or requested. Consistently provides service excellence to all patients, family members, visitors, volunteers and co-workers in a manner that reflects Cape Cod Hospital’s commitment to CARES\: compassion, accountability, respect, excellence and service.

Requirements

Associates Degree in business or secretarial science and/or 5 years’ experience in office management in a hospital or healthcare setting preferred.
Computer literate in Microsoft Office
Independent judgment, confidentiality, initiative and adaptability to handle non-routine tasks
Business etiquette, congeniality, and enjoyment of working with diverse groups of individuals

Nice To Haves

Advanced knowledge of Excel and Powerpoint preferred

Responsibilities

Provides administrative support of a highly confidential nature for correspondence, reports, memoranda, budget and special reports, technical papers, staff schedules and payroll, employee discipline, and grievance procedures, as requested.
Schedules and maintains appointments for the Director of Security and Emergency Management.
Make conference and travel arrangements.
Maintains established department policies and procedures, objectives, quality assurance, safety and regulatory reporting standards.
Handles confidential information concerning hospital and department operations in a professional manner.
Manages complaints received in a professional and timely manner.
Receives and opens correspondence.
Sorts and distributes information and data.
Using business etiquette\: greets staff and visitors to the office, answers inquiries and provides assistance, answers telephones, screens and directs calls to appropriate persons, takes messages and returns calls as needed or requested.
Organizes and maintains Security offices.
Orders all security supplies and uniforms for officers of the department while consulting the Director of budgetary restrictions.
Word processes, manages and maintains information and data.
Maintains confidential hardcopy and computer filing system.
Maintains administrative database.
Produces correspondences, memorandums and special reports as requested.
Composes letters and memorandums from verbal/written direction or from knowledge of practice/procedures.
Attends meetings as assigned.
Prepares, maintains and catalogs minutes of meetings.
Prepares accurate and timely materials, data, reports, contracts, agreements, re-licensing, applications, and other related data management and reporting to regulatory, memberships and legal entities.
Maintains schedule of administrators/managers, on-call schedule, vacation and conferences.
Maintains files of documents/agreements related to outside agencies.
Maintains office supplies and equipment as necessary.
Completes tracks, submits and manages account payable process for all routine bills and accounts.
Performs other work related duties as assigned or requested.
Consistently provides service excellence to all patients, family members, visitors, volunteers and co-workers in a manner that reflects Cape Cod Hospital’s commitment to CARES\: compassion, accountability, respect, excellence and service.