Administrative Assistant

Overview

The Administrative Assistant, Hospital Services, provides comprehensive administrative and operational support to the Hospital Services Department, exercises sound judgment in prioritizing competing demands, maintaining confidentiality, and ensuring that assignments, meetings, and commitments are accurately coordinated and executed. The position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to work effectively in a fast-paced environment where priorities may change rapidly.

Coordinates and schedules appointments (internal & external) gives information to callers and otherwise relieves Director of Hospital Services of clerical work and minor administrative and business duties. Performs a wide range of administrative and office support functions for the management and department to facilitate efficient operation. Supports and fosters the Mission, Vision and Core Values of LiveOnNY and its commitment to organ, eye and tissue donation.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Manages and proactively maintains the Director’s schedule. Sorts and routes incoming mail. General administrative duties including typing, filing, faxing, scanning and copying. Composes and distributes minutes for departmental staff meetings and other meetings as requested, in a timely manner. Composes routine correspondence, as well as special reports. Creates, formats and proofreads presentations, spreadsheets and other documents as requested. Arranges travel and lodging for conferences, seminars and meetings for assigned staff.

Establishes, organizes and maintains electronic and paper files, correspondence, documentation and other records. Provides new departmental staff an orientation to departmental use of Outlook and SharePoint. Answers telephone and gives information to callers or routes call to appropriate personnel and places outgoing calls. Opens and distributes all incoming mail and sends outgoing mail. Prepares and disseminates special event mailings, electronic communication and materials. Schedules and makes arrangement for virtual and in-person meetings, events, appointments and conference calls with hospital partners and other stakeholders (internal and external) as needed.

This includes notifying participants, coordinating catering, making room reservations, preparing agendas, arranging audio/visual, and preparing and processing related paperwork and maintaining attendance records. Orders office supplies. Prepares and processes purchase requisitions and other required documentation, in a timely manner. Greets visitors and directs visitors to appropriate person. Provides reception and telephone relief for Receptionist, as needed. Researches and recommends promotion collateral for use in area hospitals. Coordinates inventory and fulfillment of supplies for Hospital Services staff. All employees, at every level, are empowered and expected to be committed…

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