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.

EssentialKnowledge, 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.

Job: Administrative Support

Organization: Nantucket Cottage Hospital (NCH)

Title: Administrative Assistant

Location: MA-Nantucket-NCH Nantucket Cottage Hospital

Requisition ID: 3308561