Job Abstract

• Provides administrative support to assigned executive/s to ensure the efficient office operations. Assists with division communications and coordination of tasks between the executive office and those areas for which the executive is responsible.
• Answers phone calls and direct calls to appropriate parties or take messages. Responds to patient, visitor and public inquiries with tact and diplomacy. Ensures handoffs are handled skillfully.
• Greet visitors and determines appropriate access to specific individuals.
• Prepares invoices, reports, memos, letters, budget/financial information and other documents, using word processing, spreadsheet, database, or presentation software.
• Compiles data and prepares information for consideration and presentation by executives, committees and boards of directors.
• Assists with planning appointments and meetings. Arranges conference calls. Coordinates scheduling.
• Makes catering arrangements. Creates agendas and other meeting information. Ensures all meeting expenses are accurately recorded and charged.
• Attends meetings to record minutes as requested. Transcribes and distributes meeting minutes.
• Reviews incoming memos and reports to determine significance and correct distribution.
• Files and retrieves corporate documents, records, and reports.
• Opens, sorts, and distributes incoming correspondence, including faxes and email.
• Makes travel arrangements for executives and others as needed.
• Assists with special events and projects in support of Health System initiatives and board of director activity.
• Performs general office duties such as ordering supplies, operating office equipment and keeping work areas neat and organized. May assist executive with day-to-day tasks to enable them to focus on high priority tasks.
• Assists other clerical staff to ensure sufficient coverage of reception area, telephone support and coverage for other management staff as needed. May oversee the work of other administrative support staff and provide training as needed.
• Completes mandatory education and training in order to maintain organization and department specific competencies and requirements.
• Follows hospital and department policies and procedures with special attention to attendance and punctuality, confidentiality, dress code and display of ID badge, and safety.
• Other duties as assigned

Education:

• High school graduate or equivalent. Associate's degree in Business, Office Administration or related field preferred.

Certifications:

• None required

Complexity of Work:

• Excellent verbal and written communications skills. Ability to handle confidential information and matters with utmost skill and diplomacy. Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, designing forms, and other office procedures and terminology.

Work Experience:

• 5 Years experience supporting executive level administrators in hospital administration preferred. Skill in managing calendars and the coordination of complex meetings and events. Experience making conference and travel arrangements for management staff. Proficient in the use of Microsoft Office software (Access, Excel, PowerPoint and Word), Internet applications, e-mail, copier/fax machines and other office equipment.

Physical Requirements:

• Ability to perform work in a stationary position for extended periods
• Ability to operate a computer and other office equipment
• Ability to communicate and exchange accurate information

Personal Protective Equipment:

• Follows standard precautions using personal protective equipment as required

The policy of Cleveland Clinic Health System and its system hospitals (Cleveland Clinic Health System) is to provide equal opportunity to all of our caregivers and applicants for employment in our tobacco free and drug free environment. All offers of employment are followed by testing for controlled substance and nicotine. All offers of employment are follwed by testing for controlled substances and nicotine. All new caregivers must clear a nicotine test within their 90-day new hire period. Candidates for employment who are impacted by Cleveland Clinic Health System's Smoking Policy will be permitted to reapply for open positions after one year.

Cleveland Clinic Health System administers an influenza prevention program. You will be required to comply with this program, which will include obtaining an influenza vaccination on an annual basis or obtaining an approved exemption.

Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic Health System facility. 

Please review the Equal Employment Opportunity poster. 

Cleveland Clinic Health System is pleased to be an equal employment employer: Women / Minorities / Veterans / Individuals with Disabilities