Administrative Assistant

Administrative Assistant

Department

Sub-Acute Rehab

Hours

40 hours/week

Other Benefits:

Annual Merit Increases, Health Insurance (Medical, Dental, Vision,) PTO, Holiday Pay, PSLF Eligible, Tuition Reimbursement

Summary

Under minimal supervision, the Administrative Assistant provides administrative and project support to the VP of Sub-Acute Rehabilitation and Director of Nursing, assisting in creation of spreadsheets, managing calendar and keeping track of projects to facilitate the smooth operations of Sub-Acute Rehabilitation . The first line of communication rests with the AA who assumes responsibility and accountability for the administrative functions of Sub-Acute Rehabilitation . The Administrative Assistant also provides direct and indirect support for the staffing office, Nursing Managers , Therapy and Social Work .

Essential Job Responsibilities

Assists the Director of Nursing in smooth operations of the administration office and support for nursing services :

• Generate professional looking and grammatically correct correspondence from VP/DON direction and/or self-drafts to associates, executives from other institutions, businesses, and government.

• Maintain awareness with high degree of confidentiality , on skilled nursing, hospital and corporate issues .

• Arrange travel itineraries and reservations, seminar and conference registrations for the Leadership team and other staff members as requested .

• Prepare agendas, agenda materials and takes minutes for meetings as appropriate. Prepares for meeting rooms, meals, refreshments if necessary and any audio-visual equipment required .

• Manage personal calendar of the VP and DON, using discretion as to priorities and effective use of time.

• Maintains files and security of administrative records and confidential information.

• Generates professional a nswers/ screens phone calls, greets visitors, and makes appointments.

• Posts/mails pertinent information to keep staff current on departmental / interdepartmental communications.

• Orders/ replenishes office room supplies.

• Performs budgetary and performance appraisal functions:

• Maintains record of individual staff's yearly education allotment/expenses.

• Oversees budgetary expenditures.

• Assists with performance appraisal process by preparing all associated documents for Leadership ( Employee Change Forms, etc.).

Other Responsibilities include:

• Submits network user forms for new hires and employee change forms for internal changes .

• Assists with meetings owned by Leadership , running Webex, recording meeting minutes, managing agenda and meeting materials .

• Assists VP of Sub-Acute Rehabilitation in highly confidential matters in business and development

• Assists with other tasks as needed (development of tracking tools, education request tools, etc ) .

• We'll embrace all people by :

• T reating everyone with dignity and respect.

• O pening more doors to opportunity for others to succeed.

• G rowing talent and people.

• E nsuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

• T aking action against discrimination .

• H onoring our differences and how we collaborate.

• E ducating staff, patients and the communities we care for.

• R estoring hope and freedom, together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages , coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Bachelor's degree in business , Health Care Administration or Allied Health care .

• Significant relevant work experience in a high-level office management position with a minimum of 3-5 years of experience. Competent language and grammar skills with the ability to compose, edit and proof letters, memos, minutes, and other correspondence.

• Proficient computer skills in multiple applications (MS Word, Excel, and Office Outlook) are essential.

• Ability to type 70 words per minute.

• Demonstrated organizational skill to independently manage multiple projects simultaneously with exceptional accuracy and attention to details.

• The ability to work with people of varying backgrounds .

• The competence to make independent decisions as well as preserve the confidentiality of special matters.

Preferred Job Qualifications

• Knowledge of spreadsheet creation, software.

• Ability to provide analysis of productivity.

Physical Requirements for Essential Job Qualification

Levels :

• None (No specific requirements)

• Occasionally (Less than 1/3)

• Frequently (1/3 to 2/3)

• Majority (More than 2/3)

Remain in a stationary position:Majority

Traverse or move around work location:None

Use keyboard: Frequently

Operate or use department specific equipment: None

Ascend/Descend equipment or ladder :None

Position self to accomplish the Essential Functions of the role :None

Receive and communicate information and ideas for understanding:Frequently

Transport, position, and/or exert force:

Up to 10 pounds: Occasionally

Up to 25 pounds:_____

Up to 50 pounds:_____

Up to 75 pounds: _____

More than 100 pounds :_____

Other weight: Up to___ pounds_ ____

Other:_____

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Talent Acquisition team at .

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic .