SUMMARY:

Under the general supervision of a Lifespan Executive, performs a variety of secretarial and administrative support services.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Schedules meetings as requested; prepares agendas and supporting documents; compiles agendas, related materials and distributes to meeting members; arranges for rooms and refreshments as needed. Maintains attendance records. Types and distributes minutes and maintains copies for each committee.

Assists in preparing complex administrative reports, statements, or rosters, performs difficult information/data gathering, complex calculations, and drafts related materials; prepares special reports/analyses for review by a Lifespan Executive.

Interviews visitors to the office of the Lifespan Executive; handles specific problems or requests within scope of authority. Opens, sorts, and distributes all mail addressed to the Lifespan Executive.

Maintains Outlook calendar, arranges for meetings and conferences. Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences.

Maintains accurate and orderly files of all office correspondence, maintains confidential and personal files.

Takes shorthand and/or transcribes dictation of correspondence reports and memoranda. Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, presentations, and schedules.

Researches, fact finds, and assembles initial materials and data for various projects as requested.

Receives complaints. Researches issues to point of resolution or referral to department heads.

Prepares payroll for approval. May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies. May have authority to sign for purchases within specified limits.

Maintains schedule, trains and orients division clerical staff if needed. Provides direction and guidance to secretarial staff within administrative area.—this is likely not necessary.

Maintains Administrative Manuals (i.e., typing, revision, assembly, maintenance, and distribution of new policies, procedures, /manuals, and/or files) for the Executive.

Records expenses and tracks budgeted expenses, notes area of potential concern attention.

Reviews correspondence, memoranda, and routine reports prepared by others for executive’s signature; checks format, typographical accuracy, compliance with procedural instructions, and ensures that necessary background material is attached.

Maintains quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives.

Performs duties with particular emphasis on discretion, friendliness, and attention to detail.

Performs other related duties as required.

BASIC KNOWLEDGE:

Equivalent to completion of an Associate’s Degree in Secretarial Science or a bachelor’s degree. Comprehensive knowledge of Microsoft Office Suite programs with skillfulness with Microsoft Office, Outlook, PowerPoint, and some knowledge of Excel.

EXPERIENCE:

Five years progressively responsible secretarial experience.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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