SUMMARY DESCRIPTION
Provides administrative and/or secretarial support to the Facilities Planning and Engineering System. Performs diversified administrative and secretarial functions. These responsibilities include preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned. This administrative support will also support the Sr. Director Hospitality, and the managers of FMC, Wing, and Noble Facilities Planning and Engineering departments.
This position entails executive assistant, administrative, and project management duties such as composing and typing complex correspondence, relaying confidential and urgent information, gathering and interpreting information to develop complex reports, maintaining departmental files, databases/mailing lists, and assisting in processing payment for and monitoring departmental budgets. Responsible for project management, including coordination of people and resources for timely and successful completion of assignments, research, data compilation, and problem resolution. Assists in writing, reviewing and proofreading publications, reports and correspondence from key stakeholders. Assists in the development of the department's annual work plan schedule/goals and updates, staff meeting agendas, and project and communications implementation plans.
Requires excellent organizational, interpersonal, communications/writing, project management, and customer service skills in serving multiple demands from internal clients, senior management, and community members. Ability to manage multiple projects simultaneously and bring closure to projects and assignments, plan ahead, and initiate activities critical to the department and organization. Must also demonstrate creativity, flexibility at a moment's notice to change and respond effectively given the demands of the day, and be able to work independently and as part of a team. Must be detail, goal, and process-oriented. Must relate cooperatively and effectively.
JOB REQUIREMENTS
1) Correspondence: Composes and @types correspondence and prepares forms, tables, charts, records, statistical tables, schedules, etc., which are often confidential in nature, from rough drafts. Composes and @types correspondence with accuracy. Oversees preparation of and/or prepares confidential correspondence, etc., in accordance with established Health System policies and procedures. Takes and transcribes meeting minutes accurately as required. Manages all aspects of the calendar, using judgment to assess and prioritize appointments while maintaining responsiveness and accessibility as appropriate.
2) Maintain the administrative policy manuals and demonstrate an awareness and knowledge of current hospital policies. Assist with the policy renewal process, including uploading all current policies to online formatting
3) Efficiently maintains business calendar, identifying conflicting appointments, commitments, and priorities, and others not able to attend meetings. Directs others in contacting parties, scheduling room/facility, and making appropriate arrangements (e.g., catering, travel, and hotel reservations etc.) within required time frames
4) Performs difficult data and/or information gathering, drafts and prepares special reports/analyses for review. Assists in preparing complex administrative reports, statements, etc. in accordance with established procedures. Performs data and/or information gathering in an efficient and effective manner.
5) Develops, maintains, and revises record-keeping and filing systems, and classifies, sorts, and files correspondence, articles, records, and other documents. Maintains department record keeping and filing systems by developing and implementing efficient systems. Ensures all files are updated and purged on an ongoing basis.
6)Demonstrates courtesy and assistance to customers in person and/or on the telephone. Maintains professional manner at all times. Handles customer complaints by attentively listening and asking appropriate questions to clarify the problem. Refers to the appropriate manager in a timely fashion. Demonstrates the ability to step outside of routine job tasks to meet a customer's service needs. Keeps critical people informed of recurring complaints, concerns, or needs.
7) Accounting: Supports the system by creating purchase orders and providing supplements. Oversees payment processes for vendors and invoices; monitors departmental budgets to ensure compliance; schedules monthly meeting with cost center. other duties as assigned such as space planning, team travel, and work-from-home schedules/calendars, recordkeeping, phone listings, maintaining office supplies and invoice and purchasing activity
8) Assists in monitoring department budgets and accounts and reports variances as appropriate. Accepts receipts and invoices for non-routine expenditures. Maintains inventory of office supplies, participates in evaluating and recommending purchase of office equipment, and monitors equipment service contracts.
9) Receives and screens visitors and telephone calls for the department and responds to general inquiries and complaints, or routes to appropriate personnel. Maintains contacts inside and outside hospital to obtain or relay information, arrange meetings, gather data, etc. Copies and circulates information to members of the Executive Council and personnel at Baystate
10) Ability to interpret large amounts of information, create planning documents, and track work. Project Management: provides status reports at regular intervals, identifies barriers to project advancement, and moves quickly to keep projects on track
11) Coordinates projects, including coordination resources for timely and successful completion of assignments; conducts research, compiles data, and resolves problems. Assists in writing, reviewing, and proofreading correspondence, preparing reports, and presentations. Assists in the development of the department's annual work/project plans, schedules, goals, and staff meeting agendas.
MINIMALLY REQUIRED EDUCATION
High School Diploma
PREFERRED EDUCATION
Associates Degree
MINIMALLY REQUIRED EXPERIENCE
Two or more years of office experience
PREFERRED EXPERIENCE
SKILLS/COMPETENCIES
Proficiency in Excel, Word, Outlook, PowerPoint, and Kronos
Project Management skills and attention to detail
Ability to function independently and exercise good judgement
Ability to multitask, including prioritize and reprioritize quickly and accurately
Ability to work in a team setting and create effective partnerships
You Belong At Baystate
At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.
DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.
Education:
Associates of Science, High School Diploma (Required)
Certifications:
Equal Employment Opportunity Employer
Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.
