SENIOR ADMINISTRATIVE ASSISTANT

Position Summary:

The Senior Administrative Assistant will be responsible for a wide range of administrative and project-related tasks, ensuring the efficient and effective operation of the Administration Department and providing comprehensive support to the Vice Presidents. This position demands a high level of professionalism, discretion, and the ability to anticipate the needs of leadership. 

Responsibilities:

Calendar & Staffing Management 

• Manage executive calendars. 
• Organize and facilitate in-person and virtual meetings, including scheduling, logistics, note-taking, preparing presentations, agendas and materials for meetings. 
• Track and manage employee timekeeping records and assist with payroll processing and time off requests. 

Presentation Design & Development:

• Create visually appealing and professional presentations using software such as PowerPoint, Canva, or other design tools using branding guidelines.
• Research and incorporate data, charts, and graphics effectively into presentations.

Excel Spreadsheet Management & Analysis:

• Create, maintain, and analyze complex spreadsheets in Microsoft Excel.
• Utilize advanced Excel functions (e.g., formulas, pivot tables, charts, data validation) to track data, generate reports, and support decision-making.
• Ensure data accuracy and integrity within spreadsheets.
• Develop and maintain data tracking systems and dashboards.

Office Organization & Management:

• Maintain organized and efficient office systems, including electronic and physical files.
• Manage office supplies and equipment, ensuring adequate stock and functionality.
• Handle incoming and outgoing correspondence (mail, email, phone calls) with professionalism and efficiency.

Strategic Administrative Support:

• Assist leadership with the planning and execution of departmental projects and initiatives.
• Prepare reports, memos, and other documents.
• Coordinate travel arrangements and process expense reports.

Communication & Interpersonal Skills:

• Communicate effectively and professionally with internal and external stakeholders.
• Maintain a high level of confidentiality, discretion and decorum.
• Provide excellent customer service and support to patients, staff and visitors.
• Act as a point of contact for the Administration Department.

Required Education/Experience:

• Associates Degree (Bachelors Degree preferred) 
• Minimum of 3-5 years of experience as an Administrative Assistant, preferably within a healthcare setting.
• Proficiency in presentation design software (e.g., PowerPoint, Canva). Work samples may be requested.
• Advanced proficiency in Microsoft Word and Excel, including experience with complex formulas, pivot tables, and data analysis. 
• Exceptional organizational and time management skills with a strong attention to detail.
• Strong problem-solving and critical thinking skills.   
• Excellent written and verbal communication skills.
• Professional demeanor and strong interpersonal skills.

Preferred Education/Experience:

• Microsoft Certification 
• Bachelors Degree 

Employee Health Requirements

Exposure/Sensory Requirements:

• Exposure to:
• Chemicals: Refer to MSDS Sheets
• Video Display Terminals: Average
• Blood and Body Fluids: None
• TB or Airborne Pathogens: None

Sensory requirements (speech, vision, smell, hearing, touch):

• Speech: Required to communicate during presentations/training, telephone communication, facilitate meetings, communication with visitors/employees.
• Vision: Needed to read memos and literature, read information to input into computer and check computer screen for accuracy.
• Smell: Helpful to note presence of electrical/fire safety.
• Hearing: Needed for telephone communication, meetings, alarms and listening to visitor/employee concerns.
• Touch: Needed to write, computer entry, filing.

Activity/Lifting Requirements:

• Shift: Days

Percentage of time during the normal workday the employee is required to:

• Sit: 90%
• Twist: 0%
• Stand: 10%
• Crawl: 0%
• Walk: 2%
• Kneel: 0%
• Lift: 1%
• Drive: 0%
• Squat: 5%
• Climb: 0%
• Bend: 4%
• Reach above shoulders: 2%

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Occasionally
• Up to 20 lbs: Occasionally
• Up to 35 lbs: Occasionally
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100 lbs: Not Required

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.):

Lift and carry normal supplies.

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 300
• Twist: 0
• Stand: 60
• Crawl: 0
• Walk: 15
• Kneel: 0
• Lift: 3
• Drive: 0
• Squat: 3
• Climb: 0
• Bend: 25
• Reach above shoulders: 15
• Repetitive use of hands (Frequency indicated): Simple grasp up to 10 lbs. Normal weight: 5-10lbs frequent
• Pushing & pulling Normal weight: Up to 50lbs
• Fine Manipulation: Computer entry, phone dialing, writing, using calculator.
• Repetitive use of foot or feet in operating machine control: None

Environmental Factors & Special Hazards:

• Environmental Factors (Time Spent):
• Inside hours: 8
• Outside hours : 0
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Normal Range
• Atmosphere:
• Special Hazards:
• Protective Clothing Required: None