Administrative Assistant - Cardiology Schenectady

Ellis Medicine • Schenectady, NY

4d • Onsite

About The Position

The Administrative Assistant is responsible for providing administrative support to ensure the smooth and efficient operation of the department, specifically supporting the Director and his/her direct reports. This role involves preparing correspondences, reports, and memoranda, as well as managing meeting arrangements, including notifications, room reservations, and agenda distribution. The position also serves as a recording secretary for departmental meetings, maintaining complete discretion and independence while ensuring confidentiality.

Key responsibilities include assisting with calendars, appointments, and meetings for department leaders. The role requires professional and accurate internal and external communication via in-person interactions, phone calls, and emails. Mail distribution, both internal and outgoing, is also a part of the duties. The Administrative Assistant will organize and maintain files for easy access, prepare check requests for timely invoice payments, and accurately record and transcribe meeting minutes in the hospital's specified format, ensuring timely distribution.

This position demands the ability to manage and prioritize workload with a focus on deliverables and timelines, communicating with the Director when necessary for prioritization assistance. Participation in departmental and hospital continuous improvement efforts is expected. The role requires performing tasks quickly and accurately, working independently to meet deadlines, and collaborating effectively with co-workers within the department and across the hospital. Adherence to hospital policies, including mandatory education, annual health assessments, and patient privacy, is crucial.

Requirements

• High School Diploma required.
• 5 years of related professional experience required.
• Proficient in Microsoft Word, Excel, Outlook, Power Point and database management.
• Excellent verbal and written communication skills.
• Problem solving abilities.
• Highly organized.
• Knowledgeable of fundraising principles and non-profit organizations.

Nice To Haves

• Associate’s Degree preferred.

Responsibilities

• Providing administrative support to ensure the smooth and efficient operation of the department.
• Supporting the Director and his/her direct reports.
• Preparing drafts and finalizing correspondences, reports, agreements, and other memoranda.
• Composing routine correspondence using initiative and self-direction.
• Making arrangements for all meetings scheduled by the department, including notification of participants, room reservations, and preparation/distribution of agendas.
• Serving as recording secretary for various departmental meetings, exercising complete discretion and independence, and ensuring all aspects of confidentiality are maintained.
• Assisting in the maintenance of the calendar, appointments, and meetings for department leaders.
• Handling professional and accurate in-person, phone, and email communications, both internal and external.
• Distributing internal mail and providing updates to mail distribution as needed.
• Reviewing and verifying outgoing mail for correct destination.
• Organizing and maintaining files for ease of access.
• Preparing check requests for timely payment of invoices.
• Accurately recording and transcribing meeting minutes in the hospital's format and ensuring timely distribution.
• Managing and prioritizing workload with a focus on deliverables and specific timelines.
• Communicating with the Director when regular duties are impacted by other duties for assistance with prioritization.
• Participating in departmental and hospital efforts to continuously improve processes.
• Performing tasks quickly and accurately.
• Working independently and assuring deadlines are met.
• Working in a collaborative manner with co-workers within the department as well as others across the hospital.
• Adhering to hospital policies and procedures related to Mandatory Education and Annual Health Assessment.
• Adhering to patient privacy policies and procedures and maintaining confidentiality.
• Performing other duties as assigned.

Benefits

• Consideration for employment without regard to race, creed, color, religion, sex/gender (including pregnancy), age, national origin, disability (including pregnancy-related conditions), genetic information, predisposition or carrier status, military or veteran status, prior arrest or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, domestic violence victim status, known relationship or association with any member of a protected class, and any other characteristic protected by applicable law violates federal, state and, where applicable, local laws , reproductive health decisions or source of payment, consistent with applicable legislation and to comply with the laws pertaining thereto.

What This Job Offers

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