OFFICE ADMINISTRATOR - IEMS (94000585)

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
•    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 in Business Administration or related field or Administrative Assistant Certification with three years’ experience OR in lieu of degree or certificate must have five years directly related administrative support experience
• Proficient knowledge of Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
• Experience and familiarity with medical terminology preferred for clinical areas
• Healthcare provider CPR (AHA)

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, student records and information
• Maintain protected health information in accordance with HIPAA privacy guidelines and regulations
• Maintain and stay in compliance with Department budget
• Maintain and stay in compliance with Family Education and Privacy Acts (FERPA) record keeping
• Maintains student records in accordance with Family Education Rights and Privacy Act (FERPA) guidelines and regulations.

Judgement

• 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, students and various IEMS/IU Faculty and staff
• Daily contact with local, state, and regional EMS personnel and leaders

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