High Pointe House Administrative Assistant

Job Overview

This position ensures continuous, efficient, and smooth operation of the department. Involves being a clerk, receptionist, typist, and cognizant of customer service and time. Accomplishes these tasks, in part, by assisting callers, taking messages, managing the department's calendar, placing purchasing orders, and maintaining an up- to-date filing system Handles matters of a routine nature to conserve supervisor's time.

Job Description

Minimum Qualifications:

1. High School diploma or equivalent.

2. One (1) year of related experience.

Hours: Full-Time Days 8AM-4:30PM

Location: High Pointe House, Haverhill MA

Preferred Qualifications:

1. Three (3) years of related experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

• Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.

• Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.

• Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.

• Receives, handles, and transfers phone calls and messages within the department promptly and courteously.

• Greets visitors in a friendly, professional manner and direct to appropriate person/place.

• Collects and gathers information needed for conferences, meetings, and reports.

• Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review.

• Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested. Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement.

• Maintains office files through development of an organized and efficient filing system. Ensures that filing is maintained on a daily basis. Filing will also include maintaining a directory on the hospital network to minimize the need for paper filing.

• Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash. Ensures appropriate documentation is attached to each form.

• Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.

• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.

• Maintains confidentiality in all office matters.

• Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.

• Attends meetings, as requested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.

• Coordinates the assignment and set up of new staff, processing network request forms, passwords and ordering and setup of new equipment.

What We Offer:

• Competitive salaries & benefits that start on day one!
• 403(b) retirement with company match
• Tuition reimbursement