Administrative Assistant III


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Job Number 49251
Posted 8/18/2017
Account EMHS
Department IS Administrative Support
Location EMHS - Cianchette Building, Brewer, ME 04412
Schedule Regular Full-time
Shift Day
Hours M-F 8:00am-4:30pm
Job Details
Job Summary
: Performs a variety of administrative functions for the department, including answering phones, greeting visitors and procuring supplies for the department. Ensures questions are routed appropriately and are charged with handling the department's corporate credit card. Coordinates scheduling within the department which includes web based meetings and arranging travel plans for department members when necessary. Assists with the scheduling of departmental interviews and work as event planners for off-site meetings. Oversees database administration, which includes running monthly departmental budget reports, managing web portals and maintaining a shared filing system within the department. Project work may consist of leading assigned projects and holding training sessions with peers.

Performs administrative functions in support of the department

· Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers question. Develops process to ensure questions are routed appropriately and closure of inquiries has been met.

· Works with visitors to arrange their visit and where applicable, assists with their onsite meeting.

· Seeks additional resources within and outside of the department to match organizational priorities while respecting staff workload.

· Coordinates the orientation of new staff including ensuring new staff has essential equipment on start date.

· Proactively creates documents needed by department to review and disseminates the information and reports appropriately.

· Develops and maintains systems for ordering supplies across departments. Addresses inconsistent practices and improves efficiencies.

· Manages corporate credit card account making discretionary purchases as needed to run the department including monthly reconciliation of account. Ensures proper accounting for purchases.

Coordinates departmental scheduling

· Schedules appointments and meetings (including web based meetings) to maximize time and availability and promotes good relationships between the department and employees of Eastern Maine Healthcare Systems. This includes managing the calendars and scheduling meetings as requested. Resolves conflicts in schedule without assistance.

· Organizes and schedules all presentations from outside vendors. Assists in developing policies and processes to align with vendor policies.

· Assists with scheduling interviews with HR and functional managers to ensure timely process.

· Works as Event Planner for off-site meetings, overseeing the venue contracts, catering, AV and speakers as needed.

· Coordinates department's travel plans including hotel, airfare, ground transportation, and registrations.

Project Work

· Assists in departmental goal tracking.

· May lead assigned projects, workgroups, taskforces, etc., through complex issues. Obtains consensus from all stakeholders.

· Provides leadership in group problem solving situation. Uses reason when dealing with emotional topics.

· Holds training sessions formally and informally with peers to disseminate skills learned through experience, trainings or classes taken.

· Develops and maintains a process to ensure timely policy review/renewal according to the policy standards.

Reporting / Database

· Compiles reports in department and organization systems as requested. Maintains database of contracts and their expiration dates and works with vendors to renew as appropriate.

· Manages web portals for department, and ensures the information is accurate and available.

· Initiates, manages, and reviews the budget preparation process and reports. Gathers and analyzes the data needed for upcoming budget. Reports any compliance issues

- Maintains files and databases of pertinent information, maintains a shared filing system. Uses discretion to purge and/or store files as appropriate.

Education and Experience

5+ years of administrative assistant experience (at least one year within the EMHS system), a 2 year degree in secretarial science or the equivalent combination of education and experience required.

Knowledge, Skills, and Abilities

Strong time management skills with the ability to prioritize multiple projects and duties.

Ability to learn new software when appropriate.

Desire to take on job challenges and opportunities as they arise.

Excellent customer service skills.

Demonstrated proficiency of Office Productivity Software.

Ability to analyze and interpret data to produce meaningful information to support management decisions.

Ability to use discretion to cancel or delay conflicts in multiple schedules.

Experience with budgeting systems and managing departmental budget.

Ability to lead on assigned projects, influencing other members within or beyond the department.

Supervision Exercised

Provides guidance and advice to less experienced administrative assistants. May lead assigned projects within department.

Supervision Received (ability to act independently)

Receives general supervision and may act independently to achieve established goals, consulting with management as appropriate.

Organizational Impact

This job typically has impact across the department and may have influence over work related to other departments.

Typical Contacts (Internal/External)

This position has a high level of contact with departmental staff, high degree of visibility outside of the department, and frequent contact with outside vendors.

Physical Requirements

While performing the duties of this Job, the employee is regularly required to sit and talk or listen. The employee is often required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Ability to use a keyboard for typing. Ability to travel to different locations. Must be able to provide own transportation.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employment
We are an equal opportunity, affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sexual orientation, ancestry, protected veteran status, national origin, genetic information or any other legally protected status.
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