Job Details

Join us at

CHSGa Gray (Stonebrooke)
- a place where you'll be valued, recognized and rewarded for the vital work you do each day. We'll surround you with a strong team and leadership that supports every aspect of your life - both inside and outside of our centers. And you'll get to practice your passion in a non-profit, mission-driven organization that's known for the highest level of care in our communities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Professionally administer all incoming calls, i.e., answer incoming calls efficiently and note complete and accurate messages if necessary, direct caller to appropriate personnel, or voice mail;
• Greet incoming guests/associates at front desk, and assist in routing to correct meeting locations;
• Process and distribute incoming/outgoing mail to include courier service;
• Manage active calendar for the Gray Campus locations, schedule trainings and meetings adhering to guidelines;
• Execute room set-up to properly accommodate scheduled meeting for all conference rooms and training rooms;
• Coordinate meetings and lunches, assist with events for all health service meetings hosted at the Gray Campus locations;
• Arrange events, or conferences by arranging for venue, caterer, issuing invitations, coordinating presenters/speakers, preparing agenda and handouts;
• Facilitate daily business operational requirements;
• Order supplies and organize distribution upon receipt;
• Perform clerical and administrative office duties to include typing, file maintenance, manage active calendar of appointments, notary services;
• Attends meetings as requested to record minutes, utilizing appropriate agenda/action plan formats;
• Handle confidential information tactfully, complying with confidentially guidelines;
• Create and maintain various reports, update various mail and telephone listings;
• Organize and develop presentation formats accurately and efficiently;
• Assist with project management when necessary, serve on project teams;
• Develop and maintain a good working rapport with inter-department associates, as well as other departments within the office, to provide that administrative services and activities can be properly maintained to meet the needs of the organization.
• Responsible for ensuring that areas used for meetings are returned to a neat, clean environment.
• Comply with established budget restraints.
• Attend and participate in workshops, seminars, etc., as requested to enhance administrative skills.
• Comply with Corporate Compliance Program.
• Other administrative tasks as requested at the direction of the Director of Administrative Support Services as needed to support the team;
• Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication.
• Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System.
• Performs other duties as necessary to ensure the success of the System.

SKILLS AND ABILITIES:

• Knowledge of principles and practices of information technology.
• Knowledge of healthcare and long term care organizations.
• Ability to effectively communicate and present information in a clear and concise manner, both orally and in writing.
• Ability to manage competing assignments effectively and perform administrative tasks as required.
• Demonstrate advanced knowledge of computer skills to include but not limited to Microsoft Office Suite (includes Excel, Word, Publisher, PowerPoint, Access, and Outlook) OneNote, Visio, and Adobe Acrobat software to accurately produce office communications (i.e., correspondence, presentations, internal reports and external regulatory reports).

MINIMUM QUALIFICATIONS:

High school diploma or equivalent required. Should have at least (12) month's experience in a clerical position or successfully completed a secretarial science program from an accredited school/college.

SUPERVISORY RESPONSIBILITIES

None

LANGUAGE SKILLS

Ability to read and interpret document such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or associates of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram format. The ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER APPLICATION SKILLS

This job requires proficiency with the following computer applications:

Microsoft Office Suite (Excel, Word, PowerPoint, Access, Outlook), OneNote, Visio, and Adobe Acrobat Pro.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICIAL DEMANDS

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

While performing the duties of this job, the associate is regularly required to sit, talk or hear. The associate frequently is required to walk. Use hands to finger, handle or feel and reach with hands and arms. The associate is occasionally required to stand. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

EEO / M / F / D / V / Drug Free Workplace