Job Description

POSITION SUMMARY:

The Administrative Assistant serves as the key support for the Section of Nephrology by directly supporting the Section Chief and Administrative Director. They are responsible for performing a variety of administrative and office support activities within the Section of Nephrology including but not limited to managing calendars, creating and distributing documents and announcements, proofreading, scheduling meetings, requisitioning supplies, onboarding and offboarding, and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy, organization, the ability to take initiative, work independently and handle sensitive information with discretion.

Position: Administrative Assistant

Department: Nephrology

Schedule: Full-Time

ESSENTIAL DUTIES/RESPONSIBILITIES:

General Functions

• Organizes and coordinates departmental meetings: reserves conference rooms, follows up on meeting-generated tasks, sends and tracks invitations, procures food and beverage if necessary and ensures vendor payment. Sets up room and equipment (such as zoom conference calls, audio-visual equipment, projector, etc., as needed)
• Maintains departmental calendars accurately with particular attention to preventing scheduling conflicts.
• Ensures that all newly hired staff and volunteer members are onboarded and offboarded in accordance with organization standards.
• Independently composes high level correspondence and documentation of professional quality. Edits and proofreads written materials as requested and verifies the validity of data for all documents and reports prior to submission/distribution. 
• Assists with travel arrangements, including hotel and flight reservations. 
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution.
• Manages purchasing, invoices and accounts payable for the department. 
• Monitors and maintains inventory of office supplies and equipment.  Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Performs office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying and collating materials.
• Updates internal websites and electronic spaces.
• Provides backup support for other administrative staff during time out of the office
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital’s goals and mission.
• Follows established hospital infection control and safety procedures.
• Performs other duties as assigned.

JOB REQUIREMENTS

EDUCATION:

• Associate’s degree in Business Administration, Business management (or equivalent) plus 1 year related experience (will consider equivalent combination of formal education and experience, i.e. HS/GED plus 3 years related experience).

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• None

EXPERIENCE:

• Candidates must have at least 1 year of administrative or office experience.

KNOWLEDGE & SKILLS:

• Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Proficient with the different social media platforms and ability to be active with social media presence.
• Ability to work independently and exercise independent judgment.
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel.
• Strong problem solving skills.
• Proven ability to work with confidential information.
• Ability to multi-task and be responsible for multiple action items.

Equal Opportunity Employer/Disabled/Veterans

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