Administrative Assistant - Director

UMC Health System • Richmond, KY

2d

About The Position

The Administrative Assistant supports an assigned Department Director with administrative duties, which may vary by director and department. The role provides support to the Director, Assistant Director, and other department leaders; assists visitors and callers; and may respond to patients, family members, vendors, or employees on the Director’s behalf. Duties also include managing calendars, mail, expense reports, and documents; coordinating meetings; taking and distributing meeting notes; preparing presentations and spreadsheets; handling purchase-order requests, invoice payments, and supply orders; and, when required, maintaining the department’s KRONOS Time and Attendance System. The assistant helps keep office equipment operational by troubleshooting issues or initiating repairs or purchase orders and performs other assigned duties.

The position involves interactions with UMC departments and employees, and may include contact with patients, their family members or representatives, and providers. Work is primarily sedentary and involves prolonged sitting, phone use, and computer work, though occasional extensive walking, standing, or stooping may be required. The work area is well lighted and subject to varying indoor temperatures.

Requirements

• High school diploma or GED.
• More than 2 years of executive administration experience.
• Proficiency in Microsoft Word, PowerPoint, and Excel.
• Excellent organizational skills and attention to detail.
• Ability to operate and troubleshoot general office equipment.
• Excellent communication skills and fluency in reading, writing, and understanding English.
• Typing speed of at least 45 words per minute with accuracy.
• Ability to push, pull, and lift up to 10 pounds.
• Essential hearing and near-vision acuity.

Responsibilities

• Provide administrative support to the Director, Assistant Director, and other leadership members in the assigned department.
• Greet and assist internal and external visitors by phone or in person.
• Respond on behalf of the assigned Director to patients, family members, vendors, or internal employees when asked.
• Manage calendars, mail, expense reports, and documents requiring review or proofreading before distribution.
• Coordinate department meetings, individual staff meetings, and webinars.
• Serve as a meeting scribe and compile, prepare, and distribute notes as assigned.
• Prepare PowerPoint presentations and spreadsheet analytics as assigned.
• Manage purchase-order requests, invoice payments, and supply orders.
• Serve as timekeeper when required, maintaining the department’s KRONOS Time and Attendance System.
• Ensure office equipment is working; troubleshoot issues or initiate repair or purchase orders as needed.
• Perform other duties assigned by the department.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED