POSITION SUMMARY
DEFINITION
Under general direction, to perform a wide variety of administrative support duties for Executive management, independent judgment and action; and interpretation of policy and administrative regulations; to do other related duties as required.
CLASS CHARACTERISTICS
The incumbent in this class is characterized by having secretarial responsibilities to the highest level of Executive officers in the hospital.
These executive assistants are distinct from other secretarial positions in that sensitive, hospital wide subject matter and confidential issues are exclusively and routinely handled by this position. Discretion, sensitivity, and diplomacy are exercised regularly.
POSITION QUALIFICATIONS
A combination of appropriate education and experience that would likely provide the required knowledge and abilities.
Education
College level secretarial or clerical training may be substituted for one year of the required non-specialized experience on a year-for-year basis.
Experience
Three years of responsible secretarial experience, one year of which must have been as secretary to a department head or top-level administrator, preferably in a health care environment.
KNOWLEDGE & ABILITIES
Knowledge of:
Organizational operations sufficient to analyze, evaluate, and develop procedures and methods affecting the commitment of facility/departmental resources and administrative and clerical operations of an administrative office.
Current office methods and practices including automated equipment, filing systems, business correspondence, receptionist techniques, report writing.
Correct English usage, grammar, spelling, vocabulary, and punctuation.
Ability to:
Type 50 words per minute and sufficient skill in shorthand or note taking; transcribe dictation from machine or notes.
Interpret and explain Facility policies and procedures and working of facility departments.
Manage a heavy and diverse workload in determining priorities and necessary action, often with minimal direction and information.
Compose correspondence and reports independently.
Maintain confidentiality of sensitive information.
Schedule, train, and evaluate other personnel.
Effectively communicate both orally and in writing to individuals and groups
Establish rapport with and maintain cooperative, productive working relationships with staff, volunteers, groups, and the media
Establish and maintain necessary records and controls prepare reports and correspondence;
Manage departmental records; use office equipment for such functions as the Internet, e-mail, and on line service and use of PC software programs such as MS Word and MS Excel.
Research, develop and prepare data for management presentations; organize meeting plans and schedule appointments.
Provide effective client service and public relations.