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Admin Support Assistant

3 months ago

Wailuku, United States Kaiser Permanente Full time
Description: MUST WORK IN OFFICE ON MAUI MEMORIAL MEDICAL CENTER CAMPUS, WAILUKU, HI

Job Summary:

Provides administrative and operational clerical support to Regional Hospital Administration and/or staff. Serves as resource person to staff, and outside vendors. Researches, plans and arranges special events. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed. Additional responsibilities may include data gathering, compilation of findings utilizing spreadsheets, graphics and database software; tracking expenditures; managing expense reports.



Essential Responsibilities:

Answers phones, takes messages, screens calls, and greets Maui Health visitors, patients or outside vendors. May monitor emails for others.
Manages the managers calendar, and schedules/plans meetings. Researches, plans and arranges special events including hotel and conference facilities. Makes travel arrangements for the department/staff or manager.
Writes correspondence for manager and staff; independently updates department documents as needed.
Assists in creating reports, presentation materials with charts and illustrations, and proofs content for accuracy.
Inputs data and maintains established databases; gathers and researches information.
Assists in research and collecting information needed to complete project tasks or reports.
Interfaces daily with Maui Health System employees across multiple departments and external parties as a liaison for the department/function.
Tracks expenditures to include billing and payment authorization on behalf of the dept manager; authorizes recharges across business units. Manages expense reports.
May be responsible for tracking expenditures and variances to budgets.
Administers programs, projects, and/or processes specific to operating unit served.
May servce as administrative liaison for others within and outisde organization regarding administrative issues relating to purchasing, personnel, facilities, and operations.
May assist in research and develop department administrative policies and procedures.
Basic Qualifications:
Experience

Minimum five (5) years of administrative assistant or related experience.

Education

High School Diploma or General Education Development (GED) required.

License, Certification, Registration

N/A

Additional Requirements:

Demonstrated ability to prioritize and complete detailed work with accuracy and within time line requirements.
Demonstrated knowledge of and skill in adaptability, interpersonal relations, oral communication, written communication, organization, customer service, teamwork, project management, problem solving, decision making, results orientation, influence, leadership, and group process facilitation. Demonstrated knowledge of and skill in word processing, spreadsheet, and database PC applications.

Preferred Qualifications:

Specialized knowledge related to department (e.g. finance, compliance, benefits).
Proficiency in taking and recording meeting minutes.
Minimum one (1) year of administrative assistant or related experience supporting a dept. leader.
Bachelors degree in business administration or related field.