Administrative Assistant

REPORTS TO: Directors of Information Technology, Operations and Patient Support & Satisfaction

STATUS/HOURS: Regular/Full-time (Evenings and Saturdays, as scheduled)

POSITION SUMMARY: This position provides administrative and secretarial support to the Directors of Information Technology, Operations and Patient Support & Satisfaction. In addition to typing, filing, scheduling, performs duties, also involves contract record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, working on projects and maintaining inspection reports. Also, answers non-routine correspondence and assembling highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the agency. Independent judgment is required to plan, prioritize, and organize diversified workload.

POSITION QUALIFICATION REQUIREMENTS

Education: Associates Degree

Experience: Minimum of five (5) years experience as an Administrative Assistant.

Skills and Abilities which may be representative but not all inclusive of those commonly associated with this position:

1. Work requires an excellent command of the English language in written and oral form.
2. Must have knowledge of administrative procedures. Proficient use of computer software applications such as word processing, spreadsheets, database and presentation software.
3. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
4. Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
5. Work requires continual attention to details composing, typing and proofing materials, establishing priorities and meeting deadlines.
6. Excellent organizational skills, with ability to multi-task and manage sometimes complex and confidential matters under minimal supervision.
7. Commitment to maintain the confidentiality of correspondence, documents, discussions, meetings, and telephone calls.

Transportation Requirement:

1. Must possess a valid driver's license and automobile with insurance coverage as required by the State of Missouri.

License(s)/Certification(s) Required: None Required.

FUNCTIONS OF THE JOB

Essential Functions

1. Provides administrative support such as answering phones, assisting visitors, resolving administrative problems, scheduling meetings and appointments, managing calendars, expenses and travel arrangements.
2. Writes and edits correspondence, policies, contracts, and special reports. Prepares graphs, charts, displays, and spreadsheets. Creates and maintains proposal and presentation templates.
3. Maintains organization's policy and procedure manual.
4. Coordinate calendars and activities
5. Access and input information in the EHB
6. Assist with preparing proposals and grants.
7. Working knowledge of the organizations, complaints process and satisfaction process.
8. Familiar with posting information on the organizations intranet.
9. Coordinates Patient Satisfaction survey distribution via collaboration with staff in various departments, mailers and on-line systems. Collects all data and generates reports based upon such data.
10. Assist with the research of information of complaints and patient satisfaction.
11. Performs special projects including creating presentations, planning and coordinating multiple projects, and working with various resources to gather and disseminate important information.
12. Works independently and within a team on special nonrecurring and ongoing projects
13. Act as liaison with other departments and outside agencies, including high-level staff such as, Vice Presidents, etc.
14. Schedule and organize complex activities such as coordinating distribution of various data and materials, sets up meetings, and assists with agreements for travel, conferences, etc.
15. Open, sort, and distribute incoming correspondence, including faxes and email. Respond to regularly occurring requests for information.
16. Set-ups and oversees maintenance of files, both electronic and hard copy.
17. Compile and distribute agenda's and handouts for meetings in addition to taking minutes.
18. Attend and records meeting minutes for departmental meetings and the other meetings as requested
19. Track and monitor assignments and follow through to completion
20. Perform other duties as assigned.

Supervises: None.

NOTE: SMOKING IS PROHIBITED IN THE WORK ENVIRONMENT

NOTE: ALL APPLICANTS MUST PROVIDE CONTACT INFORMATION FOR THREE REFERENCES.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

SERVICES PROVIDED ON A NON-DISCRIMINATORY BASIS

Physical/Visual Activities or Demands: Physical/visual activities or demands that are commonly associated with the performance of the functions of this job.

Physical activities: Sitting, walking, talking, hearing, reaching

Visual: Clarity of vision at 20 feet or more.

Physical demands: Lift up to 10 lb. by hand

Environmental/Atmospheric Conditions: Environmental and atmospheric conditions commonly associated with the performance of the functions of this job.

Normal office conditions

May work at more than one Affinia Healthcare site as requested; site assignments may be changed periodically.

Machines, Tools, Equipment and Work Aids which may be representative but not all inclusive of those commonly associated with this position:

Telephone, copier, fax, personal computer/terminal, common application software

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

"Commonly associated" is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.

All activities, demands, conditions and requirements are linked to Essential Job Functions unless marked with an asterisk that denotes linkage only to marginal function(s).

Current Openings for Administrative Assistant Jobs at Affinia Healthcare