Sr. Administrative Assistant - Rehab Admin

FLSA Status

Job Role Summary

Essential Functions and Responsibilities

• Responsible for correspondence, telephone coverage, calendar maintenance, and special projects
• Attends meetings and prepares minutes as requested
• Maintains electronic and paper files, including employee records
• May process and track departmental expenses
• Instills and exhibits a welcoming environment for guests and callers
• Prepares special or one time reports, presentation materials, summaries, or replies to inquiries, selecting relevant information from a variety of sources; may assist in the research, analysis and interpretation of data under the direction of management
• Assures travel arrangements are properly scheduled and meet the needs of those individuals traveling
• Assures meeting materials are prepared and ready for review prior to meetings
• Prepares error-free correspondence, which may or may not require the personal attention of the executive leader
• Receives and screens inquiries (phone, mail, e-mail and in person) utilizing appropriate judgment in responding or referring to other staff or to Eskenazi Health executives
• Completes a variety of administrative duties that include, but are not limited to: making copies, collating documents, distributing correspondence, facilitating tracking systems, maintaining filing systems, processing travel receipts, maintaining office supplies and equipment, managing meeting rooms, and managing mail
• Provides assistance and serves as back-up to other administrative support staff when needed
• Clearly communicates concerns and questions to the appropriate executive by keeping each consistently apprised of issues and situations that need attention
• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans as needed

Job Requirements

• Associates 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
• Ability to work in a fast-paced environment
• Strong attention to detail
• Demonstrated ability to achieve high performance goals and meet deadlines
• Experience and familiarity with medical terminology preferred for clinical areas
• Proficient knowledge of Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms