Administrative Assistant

Mercy Cedar Rapids•Baltimore, MD

About The Position

The Administrative Assistant supports Mercy’s philosophy of patient-centered care by providing general office support to department staff, including typing, filing, preparing materials, and other duties requiring knowledge of hospital programs, policies, and procedures. The role coordinates departmental workflow, serves as a point of contact for customers and visitors, and performs routine administrative and secretarial tasks. For Environmental Services, the position ensures payroll corrections and reports are completed accurately and on time, organizes hazardous chemical manifests and invoice records for three years, ensures Linen Poundage Reports are timely and accurate, and assists with FMLA and MLOA tracking for EVS and Linen Services. The position is scheduled Monday through Friday, 7:00 a.m. to 3:30 p.m., for 40 hours per week.

Requirements

At least one year of secretarial experience reporting to a department manager- or director-level position.
High school diploma or equivalent.
Proficiency with Microsoft Office products.
Proficiency operating computers, calculators, filing systems, copy/fax machines, and telephone systems.
Excellent interpersonal skills.
Excellent written and verbal communication skills.
Excellent public relations and human relations skills, exemplifying The Mercy Touch.
Excellent organizational and time-management skills.
Critical thinking, attention to detail, and good judgment.
Ability to handle confidential information with discretion and diplomacy.
Commitment to lifelong learning and willingness to learn or upgrade skills related to duties.
Flexibility and dependability, and ability to work well with a wide variety of individuals and leadership styles.
Ability to work with minimal to no supervision.

Nice To Haves

Post-high-school secretarial training.

Responsibilities

Perform secretarial duties for the department.
Coordinate workflow within the department.
Greet and direct customers, patients, physicians, community leaders, Board members, the general public, staff, and visitors.
Answer phones and direct calls to the appropriate area or individual.
Schedule meetings and appointments.
Type reports, minutes, and other documents from copies and rough drafts.
File documents.
Order supplies.
Ensure Environmental Services payroll corrections and payroll reports are completed accurately and on time.
Organize hazardous chemical manifests and invoice records for a three-year period.
Ensure Linen Poundage Reports are completed accurately and on time.
Assist with FMLA and MLOA tracking for EVS and Linen Services.