Administrative Assistant - Fostoria Hospital - Full Time - Days

ProMedica Fostoria Community Hospital is a 25-bed, acute-care Critical Access Hospital serving the residents of Fostoria and surrounding communities. Patients at Fostoria Community Hospital have access to state-of-the-art diagnostic, emergency and surgical facilities, as well as general medical care and inpatient intensive care. We are committed to providing our patients with convenient access to compassionate care and the latest technological advancements in medical care and treatment. Established in 1930, ProMedica Fostoria Community Hospital has proudly cared for generations of patients and families.

REPORTING RELATIONSHIPS/SUPERVISORY RESPONSIBILITIES

Reports to the Vice President, Associate Vice President, or Director. Has no direct reports.

POSITION SUMMARY

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.

ACCOUNTABILITIES

*All duties listed below are essential unless noted otherwise*

• 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 duties as directed.

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

PREFERRED QUALIFICATIONS

Education: Associate degree

Years of Experience: 10 years administrative work

WORKING CONDITIONS

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.

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