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Staff Assistant

4 months ago

Washington, United States Children's National Hospital Full time
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.

Qualifications:
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