Administrative Assistant I

Community Health Systems • Valparaiso, IN • 1d ago

Job Summary

The Administrative Assistant I provides clerical and administrative support to Division Directors and other leaders within the facility. This role performs a variety of tasks, including preparing correspondence, scheduling meetings, maintaining records, and taking minutes, while ensuring the smooth operation of the office.

Essential Functions

Prepares and proofs correspondence, reports, forms, schedules, and other documents, ensuring accuracy and confidentiality.

Assists Division Directors in planning, organizing, and implementing administrative activities, including developing complex reports.

Maintains business calendars, schedules meetings and conferences, and prepares agendas for meetings conducted by Division Directors.

Establishes and maintains organized record-keeping systems for hard copy and electronic files, including policies, procedures, and reports.

Serves as the first point of contact for visitors and phone inquiries, addressing needs or referring to appropriate associates with professionalism.

Attends meetings, takes minutes, and distributes them to relevant participants, ensuring timely follow-up on action items.

Coordinates meeting arrangements, travel schedules, and reimbursement documentation for Division Directors and other leaders as assigned.

Assists in drafting and distributing nursing department and safety manual policies and procedures as directed.

Monitors and operates office equipment, such as computers, printers, and transcription devices, ensuring functionality and proper maintenance.

Provides oversight of clerical activities, including reviewing correspondence and documents prepared by others for accuracy and adherence to procedures.

Performs other duties as assigned.

Complies with all policies and standards.

Qualifications

Associate Degree or coursework in Business Administration or a related field preferred

0-2 years of clerical or administrative experience required

Knowledge, Skills and Abilities

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.

Strong organizational and time management skills with attention to detail.

Excellent verbal and written communication skills, including grammar and proofreading.

Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

Professional demeanor with strong interpersonal skills to interact with staff, executives, and external stakeholders.

Ability to handle sensitive and confidential information with discretion.

Equal Employment Opportunity

This organization does not discriminate in any way to deprive any person of employment opportunities or otherwise adversely affect the status of any employee because of race, color, religion, sex, sexual orientation, genetic information, gender identity, national origin, age, disability, citizenship, veteran status, or military or uniformed services, in accordance with all applicable governmental laws and regulations. In addition, the facility complies with all applicable federal, state and local laws governing nondiscrimination in employment. This applies to all terms and conditions of employment including, but not limited to: hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. If you are an applicant with a mental or physical disability who needs a reasonable accommodation for any part of the application or hiring process, contact the director of Human Resources at the facility to which you are seeking employment; Simply go to http://www.chs.net/serving-communities/locations/ to obtain the main telephone number of the facility and ask for Human Resources.

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