Administrative Asst

**Job Description**:
The Administrative Assistant reports to the Regional Director, Informatics & Technology Services (ITS), Clinical Applications. This role will provide support to the ITS Managers and support operational work for the ITS Team. This position will assist with a wide range of administrative support, which will include various duties such as managing and booking calendars, schedules, operational meetings, Councils, Committees, and office administrative duties such as correspondence, agendas, minute taking, action/decision logs, report preparation and file maintenance. This role may also work with multiple customers, vendors, and internal/external customers to arrange meetings, downtime planning, operational support and facilitating multi-stakeholder, internal and external customer meetings, provide agendas and minutes and participate in incident response support to leaders and ITS team.

Responsibilities:

- Receive and direct phone calls from nursing units, physicians, hospital staff and outside groups
- Support internal and regional planned/unplanned downtime processes and incident management including coordination of communications, checklists, presentations, and posters. This will also include scribing unplanned downtime incidents, meetings, ensuring action items are documented and completed
- Receive and direct all incoming and outgoing mail
- Organize meetings, huddles and appointments for the leadership staff and ITS team including setup of meeting rooms, AV equipment and required computer systems and tools
- Assist leaders by preparing correspondence, reports, memos and departmental documentation and communication
- Maintain adequate stock of stationary, hospital forms, office supplies and equipment
- Order and receive all products necessary for the function of the department
- Organize and manage documents for ITS team in SharePoint team site
- Prepare agendas, record minutes, update activity/decision logs and all documents required for monthly meetings, Councils and Committees
- Assist with PeopleSoft and Hiring as required
- Respond to customer services requests in a timely manner
- Coordinate, maintain and update on-call pager duty for the division, including the ITS SharePoint calendar and Pager Duty Software
- Liaise with Property Management to maintain on-site parking and report building issues
- Various other support and requests as required

Qualifications:

- Completion of a two-year Community College Diploma with a focus on administrative assistant work
- Medical Terminology Course
- Progressive experience supporting senior level managers, preferably in a health care environment.
- Exceptional computer skills, including MS Office Suite (Word, Excel, Outlook, Microsoft Teams, and PowerPoint required).
- Supporting efficient meetings by organizing dates and times with varies attendees across the regional partnership, room bookings, setting up AV technologies, Agenda and material preparation and distribution, minute taking and distribution.
- Demonstrated commitment to maintaining strict confidentiality and professionalism
- Keen attention to detail

You will be a great fit for this position if you have:

- A positive nature, can-do attitude and are a team player
- Superior ability to support multiple meetings, councils and committees including responsibilities for agenda’s, follow-up on action items, taking and transcribing minutes
- Must be able to compose letters and deal with routine correspondence
- Competent with computer desktop, peripheral equipment and associated technologies and troubleshooting issues.
- Excellent with AV equipment and troubleshooting issues, able to assist users with these technologies.
- Superior multi-tasking, analytical and problem-solving skills.
- Able to communicate professionally with a variety of management levels and vendors.
- Proven organizational and time management skills.
- Adaptable to changes and able to work flexible hours in a fast-paced work environment
- High level of professionalism, initiative, and creativity
- Commitment to customer service skills.
- Ability to communicate effectively using both oral and written format.
- Ability to be flexible and adaptable to a changing work environment.
- Effective prioritization in a busy environment.
- Able to work independently and collaboratively as part of a team and build strong working relationships.
- Demonstrates commitment to maintaining confidentiality.
- Must possess the ability to work in an environment where there is constant interruption.

You must have access to reliable transportation and a valid driver’s license. You may be assigned to an alternate main site temporarily at the discretion of the Regional IT Partnership and therefore require willingness and flexibility to support the four hospitals organizational needs