Administrative Assistant - Fathers and Families at Eskenazi Health in Indianapolis, Indiana

Job Description:

Division:Eskenazi Health



Sub-Division:FQHC



Req ID:21728



Schedule:Full Time



Shift:Days


Eskenazi Health serves as the public hospital division of the Health & Hospital Corporation of Marion County. Physicians provide a comprehensive range of primary and specialty care services at the 333-bed hospital and outpatient facilities both on and off of the Eskenazi Health downtown campus including at a network of Eskenazi Health Center sites located throughout Indianapolis.




FLSA Status



Non-Exempt




Job Role Summary



This position is responsible for serving as an Administrative Assistant to the Director of Maternal & Child Health and the Workforce Director. The person in this role will also be responsible for providing support for all maternal and child health-related and public health infrastructure matters.




Essential Functions and Responsibilities

• Performs secretarial duties which include but are not limited to typing all correspondence, reports, minutes, etc. from a variety of sources; filing, sorting and distributing mail, requisitioning materials, scheduling appointments and meetings, answering phone calls and directing visitors. (1,3)


• Verifies mileage claim forms monthly by checking figures and providing tape-runs. Prepares cover page and sends to payroll for further routing. (1,3)


• Arrange travel schedule and reservations for staff as requested.


• Provide assistance to department administrators and their support staff as requested (e.g. questions on administrative procedures related to travel, reimbursements, and mileage claims).


• Develops and maintain an electronic and paper filing system, including confidential files, locate files and documents and other information as necessary; research and provide information on subjects as required; refer requests for specific information about technical or specialized matters to appropriate personnel, departmental/organizational-related. (1,3)


• Enters and processes requisitions in SAP for the MCH Department and Workforce Development Program area. (1,7)


• Outflow of office goods; arrange for repair and maintenance of office equipment; receive, store, and maintain inventory of office supplies and equipment; send, receive and sort mail and other packages; photocopying and faxing. (1)


• Arrange meetings and schedule conference room reservations for the Maternal & Child Health and Workforce Directors as requested. (1,3)


• Review, track, and forward as-needed requests and approvals (e.g., travel requests and reimbursements, tuition reimbursement requests from the department. (1,3)


• Consistently manages time effectively to ensure the timely completion of assigned duties. (1, 8)

Job Requirements

• Must be able to use basic office equipment: fax machine, copier, computer, typewriter. Proficient with Microsoft Office (Word, Excel, Access and PowerPoint).

• Correct grammar usage and interpersonal communication skills.


• Ability to communicate effectively, using tact and diplomacy with a wide variety of individuals within and outside the Corporation.


• Prioritize work effectively with minimal supervision.


• Make timely decisions to meet changing circumstances/frequent deadlines under pressure.


• Completion of high school with some formal post-high school business training and 6 years progressively responsible secretarial experience in a highly demanding work environment.

Knowledge, Skills & Abilities



TBD


Accredited by The Joint Commission and named as one of Indiana's best employers by Forbes magazine for two consecutive years and the top hospital in the state for community benefit by the Lown Institute, Eskenazi Health's programs have received national recognition while also offering new health care opportunities to the local community. As the sponsoring hospital for Indianapolis Emergency Medical Services, the city's primary EMS provider, Eskenazi Health is also home to the first adult Level I trauma center in Indiana, the only verified adult burn center in Indiana and Sandra Eskenazi Mental Health Center, the first community mental health center in Indiana, just to name a few.



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