General Summary

Under limited supervision, provide office coordination and administrative support to a director level or above. Perform duties of a highly confidential or sensitive nature requiring a comprehensive knowledge of organizational and departmental policies, practices, and procedures. Ensure efficient operations of the department. Accountable for managing, monitoring and controlling the budget for the operations of the department including office supplies, office equipment, and other related costs. Directly supervises one or two administrative/clerical support staff.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Office Administration

1. Supervises the work activities of assigned staff: assigns work; assesses performance and provides constructive feedback; counsels and disciplines staff in accordance with UMMS, Human Resources and departmental policies and procedures.
2. Interviews and selects assigned staff, ensures appropriate orientation and training.
3. Coordinates and tracks workflow, schedules, projects, and committee decisions through the department or hospital to ensure paperwork is complete/appropriate, and follow-up services are provided in a timely fashion.
4. Responsible for office budget: maintains records of department expenditures; coordinates accounts payable functions and resolution of vendor billing issues. Prepares budget projections.
5. Coordinates implementation of various projects working with departmental leadership.
6. Orders and maintains office supplies using the Materials Management Information System and maintains related expense records. Assists in the care and maintenance of department office equipment.

Provides Administrative Support

1. Schedules appointments and engagements. Makes arrangements and coordinates all details for meetings. Assures that director is fully briefed before meetings on matters to be considered, attends meetings where necessary and prepares notes. Makes arrangements for travel and independently performs required administrative follow-up and recordkeeping.
2. Communicates administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by management.
3. Receives and screens telephone calls and visitors. Independently handles inquiries or refers callers to others as appropriate. Acts as an intermediary for director, interacting with officials, staff at all levels, and the public. Provides information requiring comprehensive knowledge of organizational and departmental policies, procedures, and special issues.
4. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally, redirects as appropriate, or forwards to director with necessary background materials.
   • Composes replies to general inquiries requiring comprehensive organizational and departmental knowledge. Drafts responses, including those of a highly confidential nature for review.
5. Provides research and administrative support on special projects. Conducts independent research, analyzes and assembles data, and drafts reports for review. Prepares presentations and reports on a variety of topics. Develops draft copy and determines context and format for consolidating information into graphic presentations.
6. Prepares a variety of materials including correspondence, confidential documents, policies, procedures, reports, charts, tables, graphs, etc. in accordance with department procedures and generally accepted secretarial practices. Proofreads typed materials, makes corrections and recommends changes. Edits and makes photocopies as needed. Collates and assembles reports, documents and various materials.
7. Prepares expense reports.
8. Maintains security of confidential information. Sets up and maintains various department manual and computerized filing systems in accordance with department procedures and The Joint Commission record keeping requirements. Enters, updates, and retrieves information stored in files and databases; customizes special reports.