Administrative Assistant II

Northern Light Eastern Maine Medical Center

Department: Residency Education

Position is located: 925 Union Street

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 8:00 AM to 4:30 PM

Summary:

Provide administrative support by handling leader calendar(s), information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Responsibilities:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule appointments and meetings as assigned
• Maintain calendar(s) for department leader(s)
• Generate memos, emails and reports when appropriate
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
• Create, maintain, and enter information into databases
• Maintain office supplies by checking inventory and ordering items
• As a proxy for and under the supervision of leader, enters, edits and approves time and requests corrections
• Maintain a safe environment complying with Northern Light Health policies and procedures; report and directly address environmental hazards and violations of patient safety policy and/or protocol when involved or observed
• May perform other duties upon request.

Other Information:

• Education and Experience:  Associates degree. 2-year degree in secretarial science or the equivalent combination of education and experience is required. 
• 2 years’ experience as an Administrative Assistant or similar role. (2 year of administrative assistant experience w/ 2 year degree.)

Competencies and Skills

• 2 years of relative work experience required.
• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
• Applies Business Acumen:Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get results that meet financial as well as other business goals. Recognizes opportunities for new services and products and acts accordingly, taking measured risks into consideration. Possesses a thorough knowledge of their field and independently carries out their work in accordance with professional standards of the profession.
• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
• Word processing, spreadsheets, data entry, database experience and other computer related skills.
• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.

Working Conditions

• Lifting, moving and loading less than 20 pounds.
• Prolonged periods of sitting.
• Prolonged periods of standing.
• Prolonged periods of walking.