ADMINISTRATION ASSISTANT

Colusa Medical Center•Arbee, CA

111d

About The Position

Provides confidential administrative and secretarial support to the Chief Executive Officer and Chief Financial Officer, and occasionally to other departments. Performs a variety of administrative and secretarial functions, including managing communications, documents, calendars, meeting records, supplies, and other office coordination needs. The position involves no direct patient care. The population served is adults ages 18 and older; age-specific experience, special training, or expertise is not required.

Requirements

High school diploma required.
Thorough knowledge of English usage, spelling, grammar, and punctuation.
Excellent office skills, including telephone, computer, word-processing, spreadsheet, and graphics skills.
Organizational skills and ability to handle multiple tasks simultaneously.
Ability to maintain confidentiality and work independently with minimum supervision.

Nice To Haves

Post-high-school vocational or specialized training preferred.
Previous secretarial experience, preferably in a hospital setting.

Responsibilities

Provide confidential administrative and secretarial support to the CEO and CFO.
Type and proofread correspondence, reports, memorandums, special projects, and related material from oral direction, drafts, forms, notes, or transcribed recordings.
Maintain confidential files.
Prioritize and perform multiple tasks.
Sort and distribute incoming mail; tally checks and distribute them to appropriate personnel in a timely manner.
Receive and screen mail and visitors for the CEO and CFO.
Maintain the CEO’s daily appointment calendar and make travel and lodging arrangements as required.
Answer telephone calls, route them appropriately or take clear messages, and provide information in accordance with hospital policy.
Operate a computer terminal for word processing and data entry, as well as calculators and other office equipment.
Serve as recording secretary for hospital meetings, including taking accurate minutes.
Collect information needed by the CEO and CFO for conferences and reports.
Coordinate the hospital’s beepers.
Coordinate the hospital rental properties.
Schedule the hospital conference room and audio/visual equipment.
Maintain and order adequate office supplies and materials.
Perform other related duties as assigned or requested.
Work cooperatively and constructively with hospital staff and internal and external customers.
Provide courteous, competent, and caring service to guests and customers, including promptly acknowledging guests and offering assistance.
Handle telephone requests professionally, accurately, courteously, and with respect for confidentiality.
Maintain the confidentiality of patient and facility records and information.
Follow attendance and absence-notification requirements and report to work ready at the start of the assigned shift.
Use work time productively, coordinate activities efficiently, and adjust personal schedules to complete workload when requested.
Perform duties independently with minimum supervision.
Complete time sheets accurately and daily.
Use company supplies efficiently and maintain professional conduct, dress-code compliance, and an ID badge.
Attend required education and in-service meetings.
Comply with hospital safety, disaster, infection-control, fire-safety, and hazardous-material policies and procedures.
Demonstrate knowledge of National Patient Safety goals and appropriately respond to and use disaster codes.