Independently prepares non-routine correspondence, documents and reports. Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval. Handles/processes information of a confidential or highly sensitive nature on a daily basis.
Performs a wide variety of administrative duties with high volume and complexity. Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent.
Develops filing systems, internal mailing processes and procedures. Accountable for sensitive and confidential data, which may include personnel, payroll, attendance, billing, work, and purchase orders. Manages incoming and outgoing mail, correspondence, reports, and memoranda.
Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information. Independently handles many department inquiries, referring requests to others as necessary.
Researches, compiles and analyzes data from multiple sources for reporting. Prepares reports and statistics to develop recommendations based on subject matter knowledge. Operate/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.
Schedules or directs large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, protocol, etc. Attends meetings, makes travel arrangements, and coordinates calendars and schedules of supported personnel.
May provide preliminary analysis and develop budget recommendations, forecasts and projections by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. May be given delegated authority to authorize expenditures in accordance with defined policies. May recommend and implement procedural changes; answer non-routine and/or sensitive inquiries; provide oral and/or written interpretations/procedures for unusual administrative problems referred by contacts inside and outside the organization.
On a day-to-day basis, deals with staff, physicians, executives, medical professionals, board members, patients, and corporate and external customers. Responds to inquiries regarding organizational services, records and other matters by utilizing in-depth knowledge of organizational operations, and ability to interpret established organizational policies and procedures.
Places, receives, and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets, and screens visitors, patients and/or employees. Ensures amenities are available. Directs visitors and deliveries to appropriate areas.
Performs purchasing activity. Responsible to determine the needs for office and medical supplies. Coordinates maintenance and repair of office equipment; keeps work and visitor areas clean and well-organized. Assists with development of materials for capital expenditure requests.
Performs a variety of general secretarial and administrative duties such as medical transcription, copying, collating, running errands, assembling and distributing packets, mailings and memos. Also performs duties and more complex special projects specific to the functions and needs of the department.
Identifies and solves complex operational problems (e.g., budgeting, purchasing, billing, equipment, and space), and may exercise ingenuity to develop methods or procedures to resolve recurring or unusual problems. Applies advanced knowledge and skills of organization’s policies and procedures to resolve conflict in a constructive manner.
Maintains the confidentiality of information acquired pertaining to patient, physicians, employees, and visitors to Trinity Health Ann Arbor. Discusses patient and hospital information only among appropriate personnel in appropriately private places.
Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
Behaves in accordance with the Mission, Vision and Values of Trinity Health.
QUALIFICATIONSAssociates degree or equivalent, minimum of 7 years of administrative support experience. Must have additional formal clerical and PC training.
Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures and requirements (e.g., recommend procedures to improve efficiency of forms processing).
Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.). Proficiency using databases and graphics software.
Ability to select the best solution from several “right” answers requires comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field.
Excellent organizational and time management skills.
Ability to see “the big picture” in order to be a primary resource to others and for department.
Strong attention to detail. In-depth knowledge of medical terminology for transcription.
Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high level contacts inside and outside the organization.
Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.
WORKING CONDITIONS
Normal office environment.
Occasional lifting of up to 25 pounds, bending, standing, and walking.
Our Commitment to Diversity and Inclusion
Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.