Administrative Assistant - Office of Clinical Effectiveness

  • Adventist Health System
  • Altamonte Springs, FL, USA
  • Jan 20, 2018

Job Description

If you want to be a part of a place that provides nothing less than extraordinary compassionate care, then Adventist Health System is the place for you!

We are currently seeking qualified candidates for an Administrative Assistant position that will be based in our Office of Clinical Effectiveness department. This position is based at our corporate office in Altamonte Springs, FL.

This position provides the support necessary for directors and department staff to meet the day-to-day functions of the department. The handling of confidential information is part of daily responsibilities. The administrative assistant enhances director's effectiveness by providing director support; appointment scheduling; document preparation and distribution; travel planning and communication with leadership, outside callers and visitors; and special projects as assigned by leadership.

Specific job duties include:
  • Maintains paper and electronic files of all correspondence, documents, reports, and other materials.
  • Maintains and updates Outlook with current information, including distribution lists
  • Responsible for the department's daily mail pick-up and distribution, FedEx shipments and certified mail. Tracks all requests electronically to insure accurate delivery/completion.
  • Maintains department inventory of office supplies and equipment, including purchase orders and check request
  • Schedules and maintains director's calendars
  • Provides necessary logistics for meetings (internal and external) such as agenda, facilities and catering, accommodations and technical equipment
  • Organizes weekly/monthly conference calls for directors
  • Prepares, edits and distribute reports, agendas, letters, meeting minutes, organizational charts and other documents
  • Ensure all correspondence and documents have a professional appearance and organized in a clear, concise and professional manner with correct grammar, punctuation and spelling
  • Makes travel arrangements for assigned directors and coordinates schedule.
  • Completes expense reports for directors in a timely manner. Ensures expense reports are copied and turned into accounting for processing.
  • Manages difficult and demanding situations timely with tact and calmness while promoting peaceful resolutions
  • Communicates with staff, leadership, outside callers and visitors
  • Clearly represents self and the organization in a professional, courteous manner
  • Directs incoming communications according to director's schedule and priorities
  • Deals discretely and appropriately with confidential information concerning Adventist Health System

Experience Requirements:
  • 2 years minimum experience in a secretarial role.

Educational Requirements:
  • High school diploma or equivalent

Knowledge and Skills Required:
  • Windows Applications: Microsoft Outlook and other office applications, such as, Word and Excel as needed by the department
  • Basic Computer navigation skills

If this position sounds like a great match for your skills set and experience, please apply online now!