Job Description

Employment Type: Full time

Shift: Day Shift

Description:

Position Purpose:

Work Remote Position

(Pay Range: $20.6822-$31.0233)

Provides secretarial support and administrative assistance to an office, department and/or function in order to support area mission, operations and services in an efficient and effective manner. Provides problem solving, works independently and assists with ad-hoc special projects. Possesses a thorough understanding of department and/or organizational structure, operations, services, goals and key personnel and maintains optimum functionality of office services with minimal supervision.

ESSENTIAL FUNCTIONS

Knows, understands, incorporates and demonstrates the Trinity Health (TH) mission, vision and values of Trinity Health in leadership behaviors, practices and decisions.

Oversees, monitors and maintains calendaring system. Coordinates and schedules multiple and cross-functional meetings; utilizes proactive planning to ensure meeting details are attained. Organizes, prepares and distributes meeting materials and agendas. Arranges phone coverage, food service and logistics.

Coordinates travel and conference arrangements; organizes lodging and logistical services. Prepares itineraries and related materials.

Monitors and manages electronic communications. Reviews, screens and prioritizes incoming telephone calls and visitors. Responds to routine inquires by determining appropriate response and providing general information; refers inquiries and visitors to appropriate area as needed.

Reviews, summarizes and prioritizes incoming mail. Prepares outgoing mail and packages for shipment. Contacts appropriate operational area to verify and coordinate shipping, handling and delivery services.

Performs word-processing, typing and editing of technical and confidential correspondence, memorandums, agendas, narrative documents, and reports requiring the use of office automation equipment and various software and application packages. Prepares and manipulates detailed charts, graphs and spreadsheets; develops and manages databases. May transcribe correspondence and meeting minutes as needed.

May independently initiate and compose routine and non-routine correspondence for supervisor\xe2\x80\x99s signature. Prepares internal communications regarding own operational area of responsibility (e.g., office equipment, phones, events) as needed.

Assists staff with the preparation of various reports, special projects, narrative documents, presentation packets/binders and informational materials. Compiles, summarizes and formats data. Develops charts, graphs and spreadsheets. Establishes, utilizes and maintains database systems.

Maintains expense records and monitors disbursements, reimbursements, requisitions, payroll and department budget information. Orders, monitors and maintains office equipment and supplies. Performs basic mathematical computations and prepares appropriate paperwork, summaries and reports. Responds to requests and resolves problems by contacting appropriate operational area and/or personnel.

Oversees, organizes and monitors office workflow. Prioritizes work assignments and adapts accordingly. Initiates follow-up on pending matters. Responds to information requests and general inquiries or refers to appropriate resource. Resolves day-to-day operational problems as needed.

Performs general office functions. Copies, faxes and distributes documents. Operates and maintains standard office equipment. Sets-up, organizes and maintains manual and computerized file systems.

May provide back-up coverage to other administrative support positions positions, co-workers and/or other team members to ensure continued uninterrupted operations and services.

Participates in continued education and training to ensure skills and competencies are current. Keeps abreast of changes to internal policies, procedures and processes.

Performs related work as assigned.

Maintains a working knowledge of applicable Federal, State and local laws and regulations, Trinity Health\xe2\x80\x99s Integrity and Compliance Program and Code of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

MINIMUM QUALIFICATIONS

High school graduate with coursework and specialized training in secretarial science and/or general business office procedures. Additional coursework in business office methods and practices from a vocational technical institute, business school or community college preferred. Undergraduate coursework from an accredited college or university preferred.

Three (3) to five (5) year\xe2\x80\x99s progressive secretarial experience and knowledge, preferably supporting management and multiple positions. Reasonable organizational knowledge and ability to adhere to, understand and articulate internal operations, services, goals, project timetables, guidelines and policies.

Intermediate proficiency with Microsoft product suite (MS Word, Excel, Power Point, Access and Visio); extensive knowledge and experience with electronic mail and calendaring system in PC LAN environment. Ability to type with speed and accuracy.

Must have advanced skills in Excel and the MS-Office suite

Ability to transcribe with speed and accuracy may be required. Ability to utilize and maintain standard office equipment, e.g., copier, printer, fax shredder, Dictaphone, phone system, personnel computer, etc.

Ability to plan, organize and accomplish assignments in an efficient and effective manner and with a high degree of professionalism. Demonstrated ability to multi-task and adapt to changing deadlines, competing priorities and unexpected assignments.

Ability to communicate effectively, both verbally and in written communications, with others internal and external to the organization. Ability to compose and edit correspondence utilizing accurate grammatical construction, proofreading and spelling skills.

Ability to utilize discretion and sound judgment in handling confidential information and materials. Demonstrated ability to work independently and with minimal supervision. Ability to resolve problems and complete assignments accurately and promptly. Demonstrated ability to exercise composure, tact and diplomacy in difficult and stressful situations.

Strong analytical and problem solving skills in order to compile and summarize data from multiple sources. Ability to perform basic mathematical computations in order to process expense reports, monitor disbursements and reimbursements. Ability to utilize internal systems (e.g., Lawson) with ease and efficiency.

Ability to work as a customer focused team member and provide work leadership and guidance to others.

Must be comfortable operating in a collaborative, shared leadership environment.

Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of Trinity Health.

PHYSICAL AND MENTAL REQUIREMENTS AND WORKING CONDITIONS

Position operates in an office environment. Work area is well-lit, temperature controlled and free from hazards.

Incumbent communicates frequently, in person and over the telephone, with people in a number of different locations.

Manual dexterity is needed to operate a keyboard. Hearing is needed for telephone and in person communications.

Work environment requires the ability to concentrate, meet deadlines, work on several projects at the same time and adapt to interruptions

Ability to concentrate, meet conflicting deadlines, frequent competing priorities and interruptions.

Occasional lifting (up to 30lbs), bending, standing and walking.

Overtime as assigned.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

Trinity Health