Facility: Kennestone Hospital
Overview ... Nutrition & Food Services at Kennestone is a large and very busy department comprised of a team of several leaders responsible for different groups/areas.
Administrative Assistant will be responsible for maintaining multiple filing systems, such as: contact database, employee list, and inventory. Will also lead our New Hire department orientation, prepare agendas and schedules for meetings, and record / distribute minutes for meetings. Will collaborate with other administrative and support personnel and management on a regular basis, and perform other related duties as assigned.
Job Summary:
Functions under the direction of the designated leader to provide specialized project and administrative assistance. Relieves leader of administrative type functions. Provides direct administrative and secretarial support to the designated leader and other members of the N&FS department. May handle a wide variety of situations and conflicts involving clerical and administrative functions. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda and reports. Relies on experience and established criteria to plan and accomplish goals.
Core Responsibilities and Essential Functions:
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Provides specialized administrative support to senior leaders, including e-mail correspondence and generation / distribution of memos, letters, spreadsheets, and forms.
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Prepares various reports detailing the administrative information handled by the position.
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Supports special projects with administrative functions.
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Communicates project and event timelines and deadlines.
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Tracks and distributes project progress including milestones.
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Tracks both simple and complex metrics and measurements defined by N&FS leadership.
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Attends and takes minutes during designated meetings.
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Responds to requests for assistance from leadership in a timely manner utilizing excellent organization and follow-through skills.
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Schedules appointments and maintains calendars.
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Keeps calendars current: all double bookings re-prioritized and re-scheduled.
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Provides leader support including, but not limited to schedules, job duties, keeping them on track, and providing reminders about upcoming events.
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Efficiently manages, organizes, plans, schedules, coordinates and maintains information for leadership.
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Assists with developing presentation and meeting materials.
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Establishes a system on how to organize work flow including, but not limited to filing, incoming / outgoing mail and correspondence, to-do lists and e-mails.
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Purchases items and processes invoices while adhering to budgetary constraints.
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Keeps office supplied, manages office logistics and procurement / fulfillment.
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Maintains a list of all frequent contacts.
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Schedules meetings, responsible for meeting preparation (send-out reminders, packets, set-up equipment, minutes.)
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Proactively provides cross coverage in the event other assistants are absent or attending meetings.
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Represents the leadership and the hospital in a highly professional manner, including professional attire.
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Ensures excellent customer service and service recovery.
Required Minimum Education:
HS Diploma or equivalent required. Bachelor's degree in Business, Healthcare Services or similar highly preferred.
Required Minimum Experience:
Minimum 2 years of college or equivalent work experience required;
and minimum of 5 years of experience as a project or administrative assistant required. Minimum of 2 years of experience in healthcare and / or foodservice setting highly preferred.
Extensive computer experience required with extremely strong skills in Word, Excel and Power Point.
Required Minimum Skills: Excellent organizational skills. Superb written and verbal communication skills. Strong time-management skills and multi-tasking ability. Ability to interface with leaders and staff from a service excellence perspective. Self-directed, demonstrated ability to work autonomously and prioritize multiple assignments with little supervision. Exceptional administrative skills with follow-through and attention to detail. Ability to work collaboratively with and through other people. Accomplished in prioritizing as well as efficiently working collaboratively across a broad team.
Characteristics:
Being able to balance many tasks while supporting and caring for Team Members daily.
Experience in developing internal processes and filing systems.
Comfortable with handling confidential information.
Able to make independent decisions on a daily basis, addressing the best way to handle specific tasks
