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Operations Assistant- CMH Cardiovascular Admin
1 month ago
Position Summary: To provide advanced, diversified and technical expertise necessary to support the executive medical director and executive director of Cardiovascular Services.Qualifications: EducationAssociate's Degree in the field(s) of secretarial, business or related field preferred.Work Experience 1-3 years of experience in/with clerical support at the executive level required.License and CertificationNone notedRequired English SkillsAdvanced reading skills Advanced writing skills Advanced oral skillsCommunication SkillsAbility to respond appropriately to customer/co-worker. Interaction with a wide variety of peopleMaintain confidential informationAbility to communicate only the facts to recipients or to decline to reveal informationAbility to project a professional, friendly, helpful demeanorComputer Skills Intermediate computer knowledge: Ability to troubleshoot minor problems within a Windows OS, operates within a network environment, uses spreadsheet, database, word processing and internet applications proficiently. Learns new applications without difficulty and is able to aid others in immediate work area with computerquestions.Essential Functions: Develops and maintains processes and systems that support the activities of Cardiovascular Services.Finds needed data from internal and conventional public sources and uses acquired data effectivelyObtains benchmark data as neededEfficiently conducts internet searches as identifiedPerforms analysis with minimal direction, elicits appropriate input identifying statistical tools and techniques that will help better display and show analysis of the dataApproaches problems with systematic and critical thinking; identifies the implications of the analysis and communicates potential impact and offers recommendations/solutions that assist with projectsContinually identifies data that needs to be gathered and improved mechanisms for reporting dataAssists in data tracking and reporting; supports department databases and keeps them currentAssists in tracking department variancesProvides clerical support in a timely and efficient manner.Communicates effectively with other administrative assistant/support staff throughout the medical centerShows good judgment in the screening process, getting priority messages to intended parties in a timely mannerDemonstrates resourcefulness in resolving issues or inquiries; does so in an independent mannerProactively anticipates needs, both defined and undefined, to enhance/improve workflow and effective communicationDemonstrates a well developed ability to effectively communicate with a wide range of peopleOrganizes and completes assignments independently and in an efficient and timely manner, while maintaining utmost confidentialityMulti-tasks and works under pressure with many interruptions; completes projects or work tasks successfully and meets time linesComposes letters, memos and reports, ensuring professional looking, accurate and grammatically correct finished documentsProofreads documents and makes suggestions for revisionsMaintains complete, easy to retrieve files with information that is readily accessible; regularly updates and deletes filesEnsures mail is distributed in a timely manner; prioritizes mail and routes accordinglyMakes travel arrangements as requested; completes travel vouchers and submits for reimbursementKeeps space organized, orders supplies as needed, and provides for back-up of materials when goneAssists with updating Policies & Procedures manualMaintains meeting schedules and prepares needed materials.Schedules/coordinates appointments and meetings; maintains accurate calendarsAssists in agenda preparation for meetings; organizes and distributes meeting materials prior to meetingsAttends meetings as needed, taking thorough, concise and accurate notesTranscribes minutes using the proper format and disseminates minutes to the appropriate parties in a timely mannerCreates flowcharts and reports ensuring a professional lookAssists in preparation of content and look of presentationsEnsures needed equipment and refreshments are available at meetingsDemonstrates technological knowledgeDemonstrates proficiency in computer software and maintains strong knowledge of the latest technology in computer software (including, but not limited to: Power Point, Excel, Word, Access, Publisher, Outlook, Visio)Serves as a resource to clerical support staff and others on the use of various software functions; provides training and shares knowledge/expertise to othersDevelops new skills that improve the quality and efficiency of job dutiesCreates professional, creative Power Point presentations for various internal and external audiencesRoutinely generates and distributes department reportsWe are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: human.resources@carle.com. Effective September 20, 2021, the COVID 19 vaccine is required for all new Carle Health team members. Requests for medical or religious exemption will be permitted.