Administrative Assistant

Supports the Facilities department, Full-time, 40 hours per week, Day shift

Job Summary:

Performs a wide variety of administrative functions to support the Nantucket Cottage Hospital Facilities department. Coordinates the Safety Committee and covers other meetings/committees as required. Functions at a highly effective and independent level in order to support the on-going needs of the department.

Essential Job Duties and Responsibilities

* Maintains schedule and calendar for the Director and the Hospital conference rooms, as needed.

* Develops and maintains filing systems for the department as directed. Organizes historical files, maintenance records, and develops indices for easy reference and retrieval of key documents.

* Answers department phones, providing routine information, taking accurate and complete messages, and triaging or referring calls to the appropriate party.

* Manages work order software. Prioritizes work orders and coordinates work scheduling with facilities staff, contractors, and requestors.

* Produces letters, policies, procedures, documents, reports, meeting minutes, etc. as dictated to or written.

* Prepares various reports or records for meetings or other materials as needed.

* Organizes and produces meeting materials in advance for member review.

* Takes and transcribes minutes at various meetings and ensures timely distribution to appropriate parties.

* Coordinates payroll for the Facilities departments.

* Reviews invoices/expense requests submitted for proper coding and accountability and routes accordingly.

* Coordinates the dissemination of information to areas of responsibility.

* Opens and distributes mail in a timely manner for department director, answering routine correspondence, as directed, and referring mail to the appropriate parties.

* Determines significance of incoming issues and escalates to specific members of the team.

* Copies and scans various materials and ensures appropriate distribution of same, including electronic filing.

* Coordinates travel arrangements for areas of responsibility to include travel, hotel, conference, etc.

* Plans and manages off-site meetings: selects venues, hires caterer, arranges room layouts, arrange audiovisual equipment, arranges webinars, and assists with special requests.

* Develops and maintains a positive and professional relationship with internal and external customers, staff, visitors, and members of the community.

* Maintains confidentiality at all times.

* Performs other duties as assigned by the Director.

Essential Knowledge, Skills, and Experience Required for the Position

Knowledge, Skills, and Experience Required

* Excellent organizational skills and attention to detail.

* Excellent time management skills with a proven ability to meet deadlines.

* Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.

* Ability to work independently and with a team.

* Ability to communicate effectively, both orally and in writing with all levels of the organization.

* Ability to demonstrate adequate technical skills and judgment to function unsupervised during all shifts.

* Ability to work independently, exercise discretion, and maintain strict confidentiality.

* Ability to lift between five (5) and twenty-five (25) pounds.

* Ability to bend, twist, crouch, squat, pull, push, reach, and remain stationary for periods of time.

* Strong analytical and problem-solving skills.

* Proficiency in MS Office applications, including Word, PowerPoint, Excel, and other related software.

* High school diploma or equivalent required.

* 2 years' experience in an assistant capacity or related position required.

Special Requirements

* Occasional evening and weekend hours as needed.

* May be exposed to temperature fluctuations, moderate noise levels, minimal dust, infectious diseases, and chemicals that are commonly used in a hospital setting.

* Must be available to work in the case of a Hospital declared emergency.

Nantucket Cottage Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.