Job Summary: Provides day to day secretarial and administrative support for senior administrative personnel at Mercy Hospital Grayling. Office Management: Maintains schedules and coordinate calendars with a variety of internal and external customers, and resolves conflicts as they occur. Makes complex meeting arrangements for internal and external people. Performs complete meeting preparation including: coordination and distribution of materials, making room arrangements, determining and arranging for dietary needs, securing audiovisual equipment, and performing any needed follow-up. Performing routine tasks such as daily correspondence, maintenance of files and records, photocopying, faxing, and works with centralized services for tasks related to payroll, travel arrangements, and supplies procurement. May oversee the daily activities of other department staff. Communication: Screens, prioritizes, evaluates, and responds to internal and external communications from a variety of mediums (visitors, mail, E-mail, phone calls, voice mail, etc). Utilizes analytical, problem solving, and decision making skills in order to assist customers and direct appropriately. Frequently relays highly sensitive and confidential information. Document Preparation and Handling: Creates routine documents and correspondence (letters, memos, recurring reports, agenda, minutes, etc) with minimal direction. Edit rough draft documents for grammar, style, format, accuracy, clarity, consistency, and tone; prepare for final distribution. Includes working with spreadsheets, graphics, and flowcharts. Generates documents from meeting minutes and/or flip chart notes.
Minimum Requirements: High school diploma or GED equivalent with two years of business school or college preferred. Three to five years of previous secretarial working experience; ideally in a health care environment. Must possess typing skills of 60 words per minute and a thorough working knowledge of a variety of computer programs including Word, Excel and Groupwise (or other online scheduler and email system). Experience with spreadsheet, graphics, flowcharting, and presentation software preferred. Strong organizational skills, can organize quickly and effectively as well as accurately; able to prioritize work assignments and meet deadlines. Flexible enough to cope with changing priorities in a dynamic environment. Embodies the principals of continuous quality improvement; possesses strong interpersonal skills to be able to work individually and as a member of a team, maintains a professional demeanor toward internal and external customers, and works well with employees of all levels. Handles confidential matters with complete discretion.