Administrative Assistant III

Job ProfileSummary​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records,sortsand files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, andoperatesoffice equipment.An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical)operatingin a “hands on” environment.The majority oftime is spentinthe delivery of support services or activities, typically under supervision.A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education.Works under limited supervision for routine situations,provides assistanceand training tolower levelemployees, and problems typically are not routine and require analysis to understand.Job OverviewThis position ensures continuous, efficient,and smooth operation of the department by performing advanced secretarial duties for an executive.Involves being a clerk, receptionist, typist andcognizantof customer service and time.Accomplishes these tasks, in part, byassistingcallers, taking messages, managing the department’s calendar, placingpurchasingorders andmaintainingan up- to-date filing system. Handles matters of a routine nature to conserve supervisor’s time. This position may supervise or oversee the work of others.Job DescriptionMinimum Qualifications:1.High School diploma or equivalent.2.Five (5) years of related experience.Preferred Qualifications:1.Seven (7) years of related experience in healthcare.Duties and Responsibilities:Theduties and responsibilities listedbeloware intended to describe the general nature of workandare not intended to be an all-inclusive list.Other dutiesand responsibilitiesmay be assigned.1.Oversees the administration of the Executive’s office; sets priorities; enforces regulations; monitors procedures and recommends changes asappropriate.2.Performs complex and confidential secretarial duties relating to personnel issues;maintainsconfidential and sensitive information.3.Assists in the scheduling and planning of the annual budget process; tracks financial reporting requirements and budget calendars.4.Monitors progress of projects or grants; ensures deadlines are met; reviews completed tasks; ensures changes are made asappropriate; ensures spending is within budget.5.Types correspondence, reports, memoranda, special projects, technical papers,and related material for department staff asrequested. Takes and transcribes dictation of a highly confidential nature.6.Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.7.Receives, handles, and transfers phone calls and messages within the department promptly and courteously.8.Greets visitors in a friendly, professional manner and direct toappropriate person/place.9.Collects and gathers information needed for conferences, meetings, and reports.10.Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review.11.Makes travel arrangementsutilizingthe hospital travel agent.Arranges flights, hotels and conferences as requested.Maintainsappropriate documentationin accordance withestablished hospital policy andsubmitsexpenses for reimbursement.12.Maintainsoffice files through development of an organized and efficient filing system.Ensures that filing is maintained on a daily basis.Filing will also includemaintaininga directory on the hospital network to minimize the need for paper filing.13.Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash.Ensuresthatappropriate documentationis attached to each form.14.May act as a lead for other clerical personnel.15.Maintainsand ordersofficesuppliesas necessary.16.Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.17.Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.18.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.19.Monitorsthe unit cost and quality of departmental suppliespurchasedfrom outside vendors.Negotiates purchase agreements with vendors.20.Attends meetings, asrequested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.21.Coordinates the assignment and set up ofnew staff, processing network request forms, passwords and ordering and setup of new equipment.Physical Requirements:1.Normal office setting.2.Frequent contact with patients, medical staff, and department personnel.Skills & Abilities:1. Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols.2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.4. Ability to ensureaccuratemessage taking.5.Excellent interpersonal skills.6.Ability to work under pressure.7.Ability to visualize the big picture independently with minimal supervision and direction.8. Excellent proofreading skills.9.In-depth understanding of office management and daily operations.10.Working knowledge of office equipment, such as printers and fax machines.11.Highly resourceful team player who can effectively work with staff and senior level managers.12. Ability to adapt to conflicting and/or changing priorities.At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day.The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals.Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth—one of the many ways we invest in you so you can thrive both at work and outside of it.Pay Range:$21.53 - $26.91