POSITION SUMMARY

The Administrative Assistant will Provides diversified administrative support including maintaining information systems, creating reports, taking minutes, coordinating office functions, etc. Also serves as liaison with divisional constituents in areas of responsibility. Must adhere to all organizational confidentiality standards and requirements. Serves as the primary contact for all medical learners/institutions on ProMedica campuses. Supports day-to-day activities within Academic Affairs to assure successful learner experiences at ProMedica.

ACCOUNTABILITIES

• Acts as the primary liaison between ProMedica and learning institutions. Maintains ongoing contact with learners as appropriate to continue to assure successful learner experiences. Takes action to resolve issues in a responsive and timely manner. Maintains consistent and ongoing physical presence and availability for learners assigned to ProMedica. Manages inquiries from all constituents (patients, families, physicians, employees, etc.). 
• Builds relationships with counterparts at learning institutions. Exhibits professional level of oral and written communication skills.  Responsible for the relay of sometimes confidential information to appropriate constituents. Performs support functions at the direction of the Director, Academic Affiliation Integration including, but not limited to: preparation of correspondence, typing, answering telephones, maintaining files and handling of incoming and outgoing mail.  Composes memos and letters exercising good judgment in preparation of correspondence with minimal direction. 
• Creates and/or maintains information databases, templates, spreadsheets, and presentations including activities surrounding on-boarding/off-boarding of medical learners.  Maintains records verification processes for sponsored and affiliated medical learners. Assists in coordinating benchmarking and data collection to support quality, service, and residency requirements as appropriate. Analyzes data, makes recommendations, and analyzes data gaps between systems and proposes solutions.
• Assists with documentation requirements as necessary for academic accreditation by the ACGME and AOA.  Prepares agendas/materials/minutes, coordinates distribution as requested, maintaining files within guidelines established by ProMedica.
• Provides administrative support including managing data bases, creating presentations, compiling reports, and other clerical tasks.
• Manages written and electronic correspondence. Distributes internal and external paper mail and email. Prepares correspondence for appropriate signature. Tracks correspondence.
• Develops, compiles, and maintains information databases, spreadsheets, and presentations. Prepares standing and ad hoc operational financial and performance reports. Maintains divisional and individual departmental files.
• Greets and screens all incoming visitors, answers telephone calls and records messages. Responds to inquiries which require a thorough knowledge of departmental policies and procedures. Demonstrates interaction skills to effectively work with all departmental and non-departmental personnel.
• Maintains office supply levels for assigned areas.
• Conducts special projects as requested.
• Schedules and coordinates meetings, events and itineraries as needed. Schedules appointments and meetings with participants. Prepares daily schedules for individuals within areas of responsibility. Prepares materials for daily meetings and events. Provides meeting and event support. Makes facility arrangements for meetings as assigned.
• Transcribes, types, proofs a variety of materials, e.g., correspondence, manuscripts, reports, charts, agendas/minutes of meetings, etc. And distributes meeting minutes/documents as requested.
•  Coordinates divisional or departmental financial documentation. Travel and education requests. Accounts payable requests. Organizes financial and productivity reports, copies and distributes as directed.
• May serves as a liaison between patients and families; administrative, clinical, medical, and support staff.
• Upholds professional appearance and demeanor. Maintains a culture of excellence, teamwork, compassion, and innovation within the department. Leads by example.
• Performs other related duties as assigned.

REQUIRED QUALIFICATIONS

Education: High school diploma

Skills: Requires knowledge of hospital policy and procedure; written composition; organizational structure; and administrative office practice. Must have specialized training and demonstrate proficiency with the following personal computer software: Microsoft Outlook, Word, Excel, and PowerPoint. Must demonstrate discretion in dealing with professional and personal situations. Must be able to understand directions and be able to communicate and respond to inquiries; requires effective interpersonal skills. Must be able to input and retrieve information from computer. Must be able to input and retrieve information from information databases; must type 60 words per minute and possess the ability to transcribe dictation. Must be able to operate office equipment. Must be able to demonstrate discretion in dealing with professional and personal situations. Must function as an integral member of a team. Must be able to work independently with minimal direction.

Years of Experience: 5 years administrative work License: N/A Certification: N/A

PREFERRED QUALIFICATIONS

Education: Associate degree

Years of Experience: 10 years administrative work

WORKING CONDITIONS

Personal Protective Equipment:

Physical Demands: Must be able to move about hospital facility and between workstations. Must be able to frequently move, lift or carry light to medium heavy to heavy weight objects and materials.

Must be able to move about the department/campus and between workstations. Must be able to occasionally move, lift and/or carry light weight objects and supplies.

The above list of accountabilities is intended to describe the general nature and level of work performed by the incumbent; it should not be considered exhaustive.

ProMedica is a mission-based, not-for-profit integrated healthcare organizational headquartered in Toledo, Ohio.  For more information, please visit www.promedica.org/about-promedica

Qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, religion, sex/gender (including pregnancy), sexual orientation, gender identity or gender expression, age, physical or mental disability, military or protected veteran status, citizenship, familial or marital status, genetics, or any other legally protected category. In compliance with the Americans with Disabilities Act Amendment Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a job with ProMedica, please contact employment@promedica.org

Equal Opportunity Employer/Drug-Free Workplace