Staff Assistant- Heart Transplant
2 weeks ago
Perform administrative and secretarial responsibilities to support the manager and other staff members in a challenging and fast-paced work environment. Perform duties of a confidential nature. Work under general guidance and supervision. Responsibilities may include communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and/or visitors, making travel and meeting arrangements, preparing correspondence, documents and reports as needed. This position supports the solid organ transport program
Minimum Education
High School Diploma or GED (Required)
Minimum Work Experience
4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment. Experience should demonstrate ability to analyze and interpret data, prepare reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of meetings, and organize files and correspondence (Required)
Functional Accountabilities
Administrative and Secretarial
* Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensures the manager's knowledge of schedule 24 hours in advance. May assist in creating meeting agenda and taking minutes.
* Organizes and maintains correspondence, files and records in accordance with internal procedures.
* Follows up on pending matters under the manager's direction and supervision, providing feedback in a timely manner.
* May assist in coordinating the workflow within the manager's scope of oversight. Initiates follow-up action as needed.
* May assist in researching information requests under the manager's guidance and supervision. May assemble relevant data and compiles information as directed.
Communications
* Serves as a liaison to other managers and staff members, internal/external customers.
* Communicates and/or coordinates the manager's instructions and desires with various individuals and/or departments/divisions. Furnishes and obtains information from others as needed.
* Receives and screens calls, correspondence, and/or visitors for the manager and other staff members.
* Answers routine inquiries and refers more complex requests to appropriate staff member .
Office Technology
* Drafts and types routine letters and memos from specific instructions.
* Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.
* May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.
Project Coordination
* May prioritize and coordinate project(s), and follows through on issues in a timely manner under the guidance of the manager.
Safety
* Speak up when team members appear to exhibit unsafe behavior or performance
* Continuously validate and verify information needed for decision making or documentation
* Stop in the face of uncertainty and takes time to resolve the situation
* Demonstrate accurate, clear and timely verbal and written communication
* Actively promote safety for patients, families, visitors and co-workers
* Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
Organizational Accountabilities
Budgeting and Planning
* May assist in tracking the overall budget for the manager by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.
* May process invoices, reimbursements and other payments.
Organizational Commitment/Identification
* Partner in the mission and upholds the core principles of the organization
* Committed to diversity and recognizes value of cultural ethnic differences
* Demonstrate personal and professional integrity
* Maintain confidentiality at all times
Customer Service
* Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication
* Demonstrate collaborative and respectful behavior
* Partner with all team members to achieve goals
* Receptive to others' ideas and opinions
Performance Improvement/Problem-solving
* Contribute to a positive work environment
* Demonstrate flexibility and willingness to change
* Identify opportunities to improve clinical and administrative processes
* Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility
* Use resources efficiently
* Search for less costly ways of doing things
Organizational Accountabilities (Staff)
Organizational Commitment/Identification
* Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication
* Demonstrate collaborative and respectful behavior
* Partner with all team members to achieve goals
* Receptive to others' ideas and opinions
Performance Improvement/Problem-solving
* Contribute to a positive work environment
* Demonstrate flexibility and willingness to change
* Identify opportunities to improve clinical and administrative processes
* Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility
* Use resources efficiently
* Search for less costly ways of doing things
Safety
* Speak up when team members appear to exhibit unsafe behavior or performance
* Continuously validate and verify information needed for decision making or documentation
* Stop in the face of uncertainty and takes time to resolve the situation
* Demonstrate accurate, clear and timely verbal and written communication
* Actively promote safety for patients, families, visitors and co-workers
* Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
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