Administrative Assistant II - Central Pharmacy

BHS•La Grange, KY

13d•Onsite

About The Position

The Administrative Assistant maintains a close and highly responsive relationship with the day-to-day activities of the Central Pharmacy Services Center and other pharmacy services. This role demonstrates a mastery of office skills and assumes responsibility for work without direct supervision. The Administrative Assistant will sometimes perform work of a confidential nature, makes decisions within the scope of their authority, and provides administrative support to all staff members as required. This role will assist other members of the administrative staff and can perform urgent duties of their jobs in their absence. This role will greet and welcome guests as they arrive to the facility, answer and screen phone calls that come in the Central Pharmacy Services Center main phone line, and guide visitors to the appropriate personnel and/or meeting location.

Requirements

Associate degree in Office Administration or related field.
2+ years of work-related experience.

Responsibilities

Answers phones, directs and triages calls to appropriate parties, and takes informative messages assuring they are delivered as soon as possible.
Maintains front desk and greets visitors, assists in locating meeting rooms, training rooms, and other applicable facility locations.
Responds promptly to customer needs and upholds positive customer interactions.
Deescalates difficult or emotional customer situations.
Responds to requests for service and assistance and meets commitments.
Coordinates and maintains daily office routines and paperwork for the management team assigned to this role.
Schedules appointments and meetings and ensures that all pertinent information is recorded in the for the management team calendar assigned to this role.
Assists in scheduling meeting rooms, and equipment needed for meetings through the online system.
Gathers, organizes, and mails materials for meetings and other projects.
Responsible for ensuring data and information is kept confidential and understands time sensitive material management.
Schedules travel arrangements, checks airline tickets for accuracy, prepares itineraries, completes seminar / conference pre-approval and obtains all required signatures; prepares check requests and follows-up as deemed necessary.
Assists other administrative assistants with maintaining records of receipts for expenses incurred by the management team assigned to this role and generates reports for expenses incurred.
Attends all required safety training programs.
Ensures prompt completion of personal and confidential correspondence authorized by the assigned management team and composes routine correspondence in support of the operations of the pharmacy services within required time frame.
Serves as a resource for administrative information and distributes documents to stakeholders as required.
Coordinates and organizes departmental or meeting lunches and event related food service and planning needs.
Coordinates office maintenance for the department to ensure equipment is operating appropriately.
Coordinates incoming and outgoing mail and ensures the appropriate individuals receive correspondence to and from the department.
Assists with maintenance of inventories for necessary office supplies.