FLSA Status

Non-Exempt

Job Role Summary

The Office Administrator provides administrative support for the Administrative Division and senior leadership to include telephone coverage, copier projects, mail handling, filing, supplies control, and necessary communications internally and externally

Essential Functions and Responsibilities

•    Provides reception for guests answering phones, greeting guests and maintaining conference room schedules
•    Maintains responsibility for correspondence, calendars, word processing and special projects for senior leadership requiring interaction with various internal and external vendor contacts
•    Supports Policy Council by maintaining and updating policies
•    Coordinates employee recognition programs including service awards, EMS Week, retirement celebrations, etc.
•    Assists senior leadership and medical directors of Indianapolis EMS with scheduling and planning meetings/events
•    Reports all office equipment failures to appropriate departments 
•    Maintains inventory of office supplies and reorder as necessary
•    Compiles and submits miscellaneous reports as requested
•    Completes special projects as assigned by leadership 
•    Coordinate and schedule travel as needed for the Senior Leadership of Indianapolis EMS
•    Develops and maintains trusting relationships with staff and management
•    Reports sensitive and/or high profile issues timely to IEMS management

Associated Job Duties

• Performs all other job related duties as assigned

Job Requirements

•    Associate's degree preferred
•    May substitute a minimum of 5 years of experience within the office environment in an administrative role in lieu of degree

Knowledge, Skills & Abilities

•    Excellent office management abilities
•    Strong organizational/interpersonal/problem solving/decision making skills
•    Strong ethical and professional standards, especially when dealing with confidential information
•    Strong organizational/interpersonal/problem solving/decision making skills
•    Proficient in MS Word. Excel, PowerPoint and the Internet
•    Excellent verbal and written communication skills
•    Professional appearance and telephone manner
•    Must have good command of the English language, oral and written
•    Must be proficient/skilled in multi-tasking
•    Prioritizes work, devise own work patter
 

Responsibility

• Maintain confidentiality of staff, client records and information
• Maintain protected health information in accordance with HIPAA privacy guidelines and regulations
• Maintain and stay in compliance with Department budget

Judgment

Employee may work under general supervision and receives general guidance on work priority with substantial employee latitude

Contacts - Internal/External

• Daily contacts with direct service staff, Department clients and various Eskenazi Health staff
• Contact with staff of Marion County Health Department regarding Department statistics, county statistics, etc.

Special Effort Required

• Exercise good judgement, flexibility, work effectively/efficiently under stressful conditions, exercise problem solving skills, etc.
• Tact/diplomacy required in sensitive/complex/confidential situations
• Set priorities, weighing effects of policies/procedures, stress of deadlines/frequent interruptions

Working Environment

• Duties performed in office setting
• Physical effort associated with routine office activities
• Routinely visit other office site and/or hospital
• May be required to attend meetings or perform work remote from hospital campus