Sr Staff Assistant- Critical Care

Perform administrative and secretarial responsibilities to support the Directors/Senior Directors/Division Chief's in a challenging and fast-paced work environment. Perform duties of a responsible and confidential nature. Work under general guidance and some limited supervision. Responsibilities may include communication and coordination with all levels of internal and external customers, receiving and screening calls, correspondence and/or visitors, making travel and meeting arrangements, preparing correspondence, documents and reports.

Minimum Education
High School Diploma or GED (Required); College Degree- Preferred

Minimum Work Experience
5 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment. (Required)

Experience should demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi-disciplinary meetings, and organize files and correspondence. (Required)

Project coordination experience- Preferred

Required Skills/Knowledge
Familiarity with organizational and departmental structures, policies and practices
Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of people
Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environment
Proficiency with MS Office and other computer applications as required
Ability to consider multiple variables to determine proper course of action
Exercise good judgment in handling sensitive and confidential information and situations.

Functional Accountabilities
Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensures the executive's knowledge of schedule 24 hours in advance. May assist in creating meeting agenda and taking minutes.

• Organizes and maintains files of the executive's correspondence and records, following up on pending matters with some limited direction and providing feedback in a timely manner.

• May assist in coordinating the workflow within the executive's scope of oversight. Initiates follow-up action as needed.

• Researches information requests under some general guidance and supervision. Under the instruction of the executive, may compile data elements into reports as needed.

• May perform some Office Managers duties.

Communications

• Serves as a liaison to other executives, assistants, internal and external customers.

• Communicates and/or coordinates the executive's instructions and desires with various individuals and/or departments/divisions. Furnishes and obtains information from others as needed.

• Receives and screens calls, correspondence, and/or visitors for the executive.

• Answers routine inquiries, and furnishes information, when possible, to save the executive's time.

Office Technology

• Prepares routine documents (e.g. letters and memos) using MS Word, Excel or PowerPoint.

• Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.

• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Project Coordination

• May Prioritize and coordinate project(s), and follows through on issues in a timely manner.

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Organizational Accountabilities
Budgeting and Planning

• May assist in the formulation of budget, business planning, and related planning functions.

• May assist in tracking the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.

• May process invoices, reimbursements and other payments.

Organizational Commitment/Identification

• Partner in the mission and upholds the core principles of the organization

• Committed to diversity and recognizes value of cultural ethnic differences

• Demonstrate personal and professional integrity

• Maintain confidentiality at all times

Customer Service

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things