Admin Assistant

Admin Assistant

Requirements

• Must be detail oriented, flexible and adaptable to a variety of situations.
• Strong organizational and time management skills with ability to prioritize assignments.
• Advanced computer skills including Microsoft 365 Office Suite and Microsoft Teams preferred.

Responsibilities

• Performs administrative assignments under minimal supervision.
• Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested.
• Drafts complex documents from abstract ideas and general information.
• Researches and gathers data from various sources and generates special projects/reports/summaries.
• Navigates the Sharp Intranet site.
• Reviews and edits materials as requested.
• Prioritizes mail, including electronic mail, checks deadlines and independently initiates responses/action items or refers appropriately.
• Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes.
• Develops and maintains data using appropriate computer applications.
• Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents.
• Maintains confidentiality of information and records per guidelines.
• Completes department specific forms, records and data management per guidelines (e.g., personnel, vendor, charge/billings, special projects, etc., as needed).
• Communicates effectively and courteously by telephone and in person with a variety of customers, i.e., patients, patient family members, staff, peers, physicians, executives, Board members, legislators, community leaders, etc.
• Responds with courtesy and patience to calls/visitors who may be angry, distraught etc. Problem solves as appropriate or directs to appropriate resource.
• Obtains information from visitors/callers, directs as appropriate or takes complete and accurate messages. Acts on requests for customer assistance.
• Answers phones, transfers calls and performs service recovery where appropriate.
• Communicates effectively with all levels of staff and uses the chain of command.
• Communicates direct supervisor(s) instructions or desires to various department and individuals.
• Maintains organized and orderly workspace.
• Orders supplies, forms and equipment, maintains stock per guidelines.
• Completes requisitions and obtains necessary authorizations.
• Manages and operates equipment safely and accurately including obtaining supplies, troubleshooting and calling for maintenance (e.g., fax, copier, printer, computers, etc.).
• Resource person within department and across Sharp system.
• Manages department resources, e.g., keys, signage, badges, phones, parking permits, etc., per guidelines and as assigned.
• Arranges for additional resources to cover vacations, leaves of absence, and/or variable workloads and provides supervision/direction as assigned.
• Coordinates office moves, space modifications, computer access, and other operational change management as assigned.
• Schedules meetings and related resources and confirms participants.
• Prepares agenda and attachments, attends and takes minutes for meetings as directed.
• Coordinates schedule of designated individual(s) using appropriate computer application, ensures schedule is current and without conflicts.
• Schedules special functions and travel arrangements as directed, following organizational guidelines.

Preferred Qualifications

• H.S. Diploma or Equivalent
• 3 Years secretarial experience.