Administrative Assistant III


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Job Number 49587
Posted 9/11/2017
Account EMHS
Department IS Education
Location EMHS - Cianchette Building, Brewer, ME 04412
Schedule Regular Full-time
Shift Day
Hours 8:00am-4:30pm
Job Details Job Summary

This position will report to the EMHS VP & CNIO /CMIO and provide support to their staff as needed. The position has a high level of contact with departmental staff, leadership at the system level and member organizations and a high degree of visibility outside of the department, and frequent contact with outside vendors. S/he 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. Assists with scheduling interviews with HR and functional managers to ensure timely processes are met. S/he will manage the calendars and scheduling meetings as requested. Resolves conflicts in schedule without assistance and manage department's travel plans including hotel, airfare, ground transportation, and registrations. Proactively creates documents needed by department to review and disseminates the information and reports appropriately. May lead assigned projects, workgroups, taskforces, etc., through complex issues. Obtains consensus from all stakeholders.

Education

- Two year degree in secretarial science or the equivalent combination of education and experience is preferred.At least five years of administrative assistant experience (at least one year within the EMHS system).

Job Functions & Duties

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.
  • 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.

· Executive 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.

· 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.

· 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.

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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