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Administrative Assistant Senior

2 months ago

Jacksonville, Florida, United States Christus Health Full time

Job Summary:

This role oversees the daily operations of assigned departments, ensuring seamless management of supplies, equipment, environment, schedules, travel arrangements, and department representation in administrative meetings. The position also provides diverse secretarial, administrative support, and assistance to the department's management team and staff members.

Key Responsibilities:

  • Develop and manage departmental budgets to ensure effective resource allocation.
  • Maintain departmental supplies, equipment, and facilities to ensure optimal functionality.
  • Prioritize and coordinate workflow under the direction of management, handling and/or directing all incoming and outgoing projects.
  • Manage logistical aspects of departmental offices, including scheduling appointments, maintaining calendars, coordinating travel arrangements, and arranging meetings.
  • Identify and communicate issues and concerns to management.
  • Sort, read, and annotate incoming mail, gathering and attaching relevant files to facilitate necessary action by management. Sort all departmental mail. Organize and maintain the departmental mail/fax/printer room.
  • Maintain a current filing system to ensure information is readily available upon request. Prepare time sheets, expense reports, etc. for management and review expense reports of direct reports for completeness.
  • Act as recording secretary when requested for management meetings, responsible for meeting notices, agenda, transcription, and distribution of pertinent information.
  • Demonstrate strong communication and human relationship skills, serving as a liaison for management with internal and external contacts within the CHRISTUS Health organization.
  • Adhere to established policies, procedures, and standards defined by the department and CHRISTUS Health.
  • Prepare presentation materials, compose correspondence, and prepare communication from written or oral directions and ideas, or dictation, organizing material submitted by others and gathering background and supporting materials for meetings, work projects, and reports.
  • Maintain and demonstrate good teamwork on assigned projects through actions and job performance.
  • Provide effective customer service by being courteous, polite, and friendly toward others at all times, acknowledging customers immediately to determine needs and help resolve issues or requests. Participate in departmental programs that promote and deliver exceptional customer service.
  • Perform other duties and special projects as assigned by management.

Requirements:

  • High School Diploma or equivalency required
  • Post-High School education preferred