Administrative Assistant - Division Office - Irving
Location:
Irving , Texas
Posted:
October 22, 2017
Reference:
26500-91502
MEDICAL CITY HEALTHCARE
North Texas Division Office

POSITION SUMMARY:

Under the direct supervision of the Division Manager of Administrative and Office Services, this position provides administrative and secretarial support for the Vice President and the department. In addition to word processing, filing, scheduling, the administrative assistant may perform duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating department mailings, and working on special projects. Deals with a diverse group of external callers and visitors, as well as, internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices and procedures.

GENERAL RESPONSIBILITIES:
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department. Maintains calendars and contact lists for the Vice President and department staff.

Establishes, develops, maintains and updates filing system for the Vice President and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of journals and magazines appropriate to department.

Organizes and prioritizes large volumes of information and calls. Responds to regularly recurring requests for information.

Sorts and distributes mail for the Vice President and other department members.
Answers phones for the Vice President and the department. Takes messages or fields/answers routine or non-routine questions. Works in cooperation with other Administrative Assistants to cover phones.

Acts as a liaison with other departments, facilities and outside agencies, including high-level staff such as CEO's, Presidents, Sr. Vice Presidents, etc.

Handles confidential information and non-routine information and explains departmental policies when necessary.

Works independently and within the team on special nonrecurring and ongoing projects.

Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. as requested by the Vice President or other department members. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

Process travel expense reports from Vice President and department staff and forward to Accounting.

Log invoices when received, obtain approval signatures and forward to accounting.

Order supplies for the department as needed.

Other duties as assigned.
Qualifications:
EXPERIENCE:
7 - 10 years

EDUCATION:
College Graduate Preferred

SPECIAL QUALIFICATIONS:
Must have strong working knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.

Position continually requires poise, tact and diplomacy.

Relationship/Interpersonal Skills - demonstrated ability to build relationships and to work effectively with people of diverse social, faith, economic, and racial/ethnic backgrounds.

Ability to manage many complex projects simultaneously in team environment. Maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures. Ability to work successfully in a highly complex organization with matrix reporting relationships.

Consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operating with vigor, effectiveness, and determination over extended periods of time. Able to work in fast-paced environment.

Must have basic understanding of computer functionality, windows based software functionality, and internet usage skills.

Communication - Communicate clearly (written, verbal, and presentation), proactively, and concisely with all key stakeholders, customers, and staff.

Stress Tolerance - Maintaining stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and the organization.

Organization - Proactively prioritize efforts and have keen ability to multi-task.

A little about us:
HCA is the nation’s leading private provider of healthcare services. Comprised of locally managed facilities which include 230,000 employees at over 160 hospitals, over 120 surgery centers and 100 urgent care facilities in 20 states and the United Kingdom

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