Administrative Assistant (46448)

Under general supervision of the Director of Nutrition & Dietetics, performs a variety of administrative and support clerical duties and tasks associated with supporting a department. Assures that all clerical and administrative support work is coordinated and accurately completed. Upholds the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains regular attendance and punctuality.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Types and prepares various correspondences, reports, manuals, tables, meeting minutes for department meetings.
• Reviews, coordinates and prepares outgoing correspondence and reports ensuring accuracy and timeliness.
• Screens calls and visitors for the department, referring to appropriate staff as needed.
• Compiles, organizes and tracks program data which may include statistical information in support of the organization’s program operations.
• Enters information into a variety of automated tracking systems and maintains program specific data to track items such as project milestones, progress reports, funding and expenditure data.
• Schedules appointments, coordinates meetings, and schedules conferences.
• Assists in directing patients to appropriate staff, clearing queries and managing their nutrition-related appointments.
• Conducts nutrition-related reminder calls.
• Assists Registered Dietitian and nurses with preparing clinic list.
• Ensures staff monthly schedules and program calendars are complete.
• Orders, processes or tracks work orders.
• Maintains files, including database management and filing.
• Establishes and maintains an effective filing and retrieval system.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Assists in the preparation of purchase orders and contracts.
• Reviews and prepares authorization for payment of invoices and timely follow through to appropriate departments, such as Finance and CEO as needed.
• Competently navigates and utilizes financial system of institution for monitoring of the Department’s budget and enters purchase orders accurately.
• Reviews and maintains appointment calendar.
• Coordinates meetings including room reservations, participant notifications and confirmations.
• Schedules appointments and makes arrangements for conferences without prior clearance, assembles background materials for supervisor and prepares reports of the proceedings.
• Accurately prepares appropriate travel arrangements for Director and assists staff members for travel and training issues related to official business.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.