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Administrative Coordinator

2 months ago

Tucson, Arizona, United States Tucson Medical Center Full time
Job Summary

We are seeking a highly skilled and detail-oriented Administrative Assistant to join our team at Tucson Medical Center. The successful candidate will provide administrative support to two Associate Chief Nursing Officers, performing a variety of tasks to ensure the smooth operation of our department.

Key Responsibilities
  • Arrange appointments and meetings, coordinate meeting materials, and prepare agendas.
  • Support staff in completing projects and perform assigned duties in the absence of the supervisor/manager.
  • Organize major meetings, including distributing materials, arranging refreshments, and preparing nametags.
  • Record meeting minutes using shorthand or rapid longhand to maintain an accurate record of decisions.
  • Schedule appointments, maintain and update the supervisor's daily calendar.
  • Answer telephones, route callers, take messages, and provide routine information to callers.
  • Compose letters and memoranda from dictation, verbal direction, or from knowledge of hospital policy or procedures.
  • Edit and correct data on routine documents.
  • Format special reports and presentations using Microsoft Office Suite products.
  • Operate a personal computer, word processing equipment, and software, calculator, FAX machine, copy machine, or related office machinery.
  • Make air travel arrangements, book ground transportation, and hotel reservations.
  • Document travel expenses and prepare expense reports.
  • Inventories and orders office supplies regularly.
Requirements
  • High school diploma, general education degree (GED), or one-year certificate from college or technical school required.
  • Four (4) years of skilled administrative staff support experience, or an equivalent combination of relevant education and experience required.
  • Proficiency in Microsoft Office Suite products required.
Preferred Qualifications
  • Knowledge of secretarial and office management functions and support.
  • Ability to read and interpret documents, such as safety rules, operating and maintenance instructions, and procedure manuals.
  • Ability to complete routine reports and correspondence.
  • Ability to listen and accurately interpret others' communication or instructions to take appropriate action.
  • Ability to speak effectively before groups of customers or employees of the organization.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.