Job Description

To provide advanced, diversified and technical expertise necessary to support the executive medical director and executive director of Cardiovascular Services.

Education
Associate's Degree in the field(s) of secretarial, business or related field preferred.

Work Experience
1-3 years of experience in/with clerical support at the executive level required.

License and Certification
None noted

Required English Skills
Advanced reading skills
Advanced writing skills
Advanced oral skills

Develops and maintains processes and systems that support the activities of Cardiovascular Services.

• Finds needed data from internal and conventional public sources and uses acquired data effectively
• Obtains benchmark data as needed
• Efficiently conducts internet searches as identified
• Performs analysis with minimal direction, elicits appropriate input identifying statistical tools and techniques that will help better display and show analysis of the data
• Approaches problems with systematic and critical thinking; identifies the implications of the analysis and communicates potential impact and offers recommendations/solutions that assist with projects
• Continually identifies data that needs to be gathered and improved mechanisms for reporting data
• Assists in data tracking and reporting; supports department databases and keeps them current
• Assists in tracking department variances

Provides clerical support in a timely and efficient manner.

• Communicates effectively with other administrative assistant/support staff throughout the medical center
• Shows good judgment in the screening process, getting priority messages to intended parties in a timely manner
• Demonstrates resourcefulness in resolving issues or inquiries; does so in an independent manner
• Proactively anticipates needs, both defined and undefined, to enhance/improve workflow and effective communication
• Demonstrates a well developed ability to effectively communicate with a wide range of people
• Organizes and completes assignments independently and in an efficient and timely manner, while maintaining utmost confidentiality
• Multi-tasks and works under pressure with many interruptions; completes projects or work tasks successfully and meets time lines
• Composes letters, memos and reports, ensuring professional looking, accurate and grammatically correct finished documents
• Proofreads documents and makes suggestions for revisions
• Maintains complete, easy to retrieve files with information that is readily accessible; regularly updates and deletes files
• Ensures mail is distributed in a timely manner; prioritizes mail and routes accordingly
• Makes travel arrangements as requested; completes travel vouchers and submits for reimbursement
• Keeps space organized, orders supplies as needed, and provides for back-up of materials when gone
• Assists with updating Policies & Procedures manual

Maintains meeting schedules and prepares needed materials.

• Schedules/coordinates appointments and meetings; maintains accurate calendars
• Assists in agenda preparation for meetings; organizes and distributes meeting materials prior to meetings
• Attends meetings as needed, taking thorough, concise and accurate notes
• Transcribes minutes using the proper format and disseminates minutes to the appropriate parties in a timely manner
• Creates flowcharts and reports ensuring a professional look
• Assists in preparation of content and look of presentations
• Ensures needed equipment and refreshments are available at meetings

Demonstrates technological knowledge

• Demonstrates proficiency in computer software and maintains strong knowledge of the latest technology in computer software (including, but not limited to: Power Point, Excel, Word, Access, Publisher, Outlook, Visio)
• Serves as a resource to clerical support staff and others on the use of various software functions; provides training and shares knowledge/expertise to others
• Develops new skills that improve the quality and efficiency of job duties
• Creates professional, creative Power Point presentations for various internal and external audiences
• Routinely generates and distributes department reports