Administrative Assistant

Bronson Healthcare • Kalamazoo, MI

18d • Onsite

About The Position

Under minimal supervision and according to established policies and procedures, the Administrative Assistant provides secretarial/clerical services to one or more directors (or a management team) in an assigned area. This may include managing calendars of one or more leaders. The Administrative Assistant prepares and types a variety of correspondence, records, etc.; receives and directs internal and/or external customers; maintains and updates files, gathers data and prepares a variety of recurring and special reports. In addition to carrying out job responsibilities characteristic of a Staff Assistant, the Administrative Assistant handles additional key responsibilities that are more technical in nature and require a more analytical approach. These responsibilities may include auditing data/reports, assisting Managers/Directors in updating and maintaining assigned budgets, and completing additional special projects for the department as assigned. The incumbent maintains confidentiality of the organization and all customers. Employees providing direct patient care must demonstrate competencies specific to the population served.

Requirements

• High school diploma or general education degree (GED) and 3-5 years general office experience required
• Must be proficient with multiple standard software(s) on personal computer (Microsoft Work, Excel, PowerPoint, Outlook, Sharepoint, and Internet) with keyboarding speed of 65 words per minute (skills tested through Human Resources at an acceptable level).
• Must possess excellent interpersonal communication skills and demonstrated ability to independently handle decision making.
• Must be dependable with good interpersonal skills
• Ability to stay focused with multiple distractions
• Cohesively work with team in high stress situations
• Competent in decision-making, problem solving
• Effective time management skills with ability to prioritize workload; self-directed
• Ability to adapt, maintain effectiveness when new information presents and/or situation changes
• Additional knowledge of general or specific medical/technical terminology may be required for certain departments.

Nice To Haves

• Associate's degree preferred

Responsibilities

• Completes a variety of secretarial/clerical tasks including transcription of written or dictated materials, processing of invoices and purchase requisitions, making travel arrangements, meeting planning, create and/or type correspondence, agendas, memos, forms, tables, charts, schedules, etc. Depending on the area this may require knowledge of medical or other special terminology.
• Maintains and updates records and files; may compile and maintain financial and/or budget data.
• Operates a variety of automated standard office equipment, such as CRT's, personal computers, typewriters or word processors, calculators, photocopying machines, etc.
• Independently develops and maintains spreadsheets and databases to input, maintain and retrieve data, track statistics, monitor activities and to provide regular and recurring reports.
• Independently composes/develops routine memos, correspondence, agendas, short articles, and written materials to communicate plans and programs. Able to complete simple analysis.
• Maintains director/staff's schedule. Schedules and/or reschedules appointments and advises director/staff of schedule changes/modifications.
• Places, receives, and directs phone calls; takes and transmits messages. Provides information to callers, or refers them to others.
• Communicates concisely, effectively and to the point in a professional manner both orally and in writing. Exceptional knowledge of English grammar, spelling and punctuation.
• Proactively manages director/staff's schedule. Schedules and/or reschedules appointments and advises director/staff of schedule changes/modifications.
• In addition to the above general secretarial/clerical duties, performs specific functions unique to the individual area such as preparing and distributing worksheets and other materials, inputting production and other operational data, processing payroll transactions, coordinating educational functions, etc.
• Specific duties for Engagement and Community Partnership Duties will vary depending on department of assignment (Health Transformation, Community Health Advancement, and/or Engagement and Community Partnership).
• Specific duties for Security: Assisting Security department and Workplace Violence Program with scheduling, meeting minutes, training, planning and dispatch.
• Specific duties for Center for Learning: Schedule all training activities including the BMS implementation events. Prepare materials for all training and BMS activities. Make room and facility arrangements for specials needs of training activities. Coordinate all CEU requirements for the department. Send surveys after training events as needed. Coordinate the preparation of office and equipment for new team members. Maintain CFL whiteboard calendar in the visibility room. Maintain CFL huddle board metrics. Assist in the coordination of the calendars for the LPI consultants. Utilize the CFL Outlook Inbox/Calendar. Review the EDI, ED Game and other training classes for attendance 2 weeks ahead of classes. Assist in maintaining the BMS SharePoint and Intranet pages. Assist in the coordination of HVN activities.

Benefits

• Bronson Healthcare is a community-owned, not-for-profit health system that has been serving southwest Michigan since 1900. Today, with a workforce of 9,000 people and 1,500 medical staff members, it is the area’s largest employer and leading healthcare system. Bronson provides care in virtually every specialty and offers a full range of services from primary care to critical care at more than 100 locations. Bronson’s exceptionally high quality standards enable us to do what’s right for our patients and their families. We are empowered as individuals and as teams, to apply our skills and experience so that every patient receives safe, timely and effective treatment. What’s more, our state-of-the-art, technology and evidence-based processes give us the tools we need to deliver the right care, at the right time. By putting each patient and their family at the center of our work, we demonstrate the dignity and respect we have for each individual we serve. This unwavering commitment to serving others combined with our unique healing environment helps make the patient experience here an exceptional one. The excellence and Positivity of our employees and medical staff has contributed to Bronson Healthcare being ranked by Forbes as one of America’s Best-In-State Employers (2022-23), by Newsweek as one of America’s Greatest Workplaces for Women (2023) and by the National Association for Business Resources as one of the 2023 Top 101 Best and Brightest Companies to Work For.

What This Job Offers

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