The Administrative Assistant is responsible for providing any and all administrative support and to carry out the duties and responsibilities of the position and to ensure the smooth and efficient operation of the department. This position will be supporting the Director his/her direct reports. Preparing drafts and finalizing correspondences, reports, agreements and other memoranda as directed and use initiative and self-direction to compose routine correspondence.  This position is responsible for arrangements for all meetings scheduled by the department including the notification of participants, room reservations and preparation and distribution of agendas; will serve as recording secretary for various departmental meetings, as assigned exercising complete discretion and independence of action, ensure that all aspects of confidentiality are maintained within the department.

EDUCATION AND EXPERIENCE REQUIREMENT(S):

Education:  High School Diploma required. Associate’s Degree preferred.

Experience:  5 years of related professional experience required. Must be proficient in Microsoft Word, Excel, Outlook, Power Point and database management. Must have excellent verbal and written communication skills, problem solving abilities, and be highly organized. Must be knowledgeable of fundraising principles and non-profit organizations.

PRIMARY RESPONSIBILITIES OF THE POSITION:

• Responsible for assisting in the maintenance of the calendar, appointments and meetings for department leaders.
• Responsible for professional and accurate in-person communications – both internal and external.
• Responsible for professional and accurate phone communications – both internal and external.
• Responsible for effective and professional email communication internal and external to Ellis
• Mail
• Distribution of internal mail as well as providing any updates to the distribution as needed.
• Outgoing mail – review and verify the mail is directed to the appropriate location/address
• Organize and maintain files in order to allow for ease in accessing information rapidly.
• Prepare check requests as needed to ensure timely payment of invoices.
• Responsible for accurately recording and transcribing meeting minutes.  Prepares minutes in the format used by Ellis.  Timely distribution of the minutes to the appropriate individuals.
• Manages and prioritizes workload with focus on deliverables and specific timelines.
• Communicates with Director when regular duties are impacted by other duties performed for assistance with prioritization.
• Participates in departmental and hospital efforts to continuously improve processes.
• Prioritizes workload
• Performs tasks quickly and accurately
• Works independently and assures deadlines are met.
• Works in a collaborative manner with co-workers within the department as well as other across the hospital.
• Adheres to hospital policies and procedures related to Mandatory Education and Annual Health Assessment
• Adhere to patient privacy policies and procedures, maintain confidentiality.
• Other duties as assigned.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, and will prohibit, discrimination on the basis of race, creed, color, religion, sex/gender (including pregnancy), age, national origin, disability (including pregnancy-related conditions), genetic information, predisposition or carrier status, military or veteran status, prior arrest or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, domestic violence victim status, known relationship or association with any member of a protected class, and any other characteristic protected by applicable law violates federal, state and, where applicable, local laws , reproductive health decisions or source of payment, consistent with applicable legislation and to comply with the laws pertaining thereto.

Salary Range: $17.46-25.32/hour                    Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.