Definition and Reporting:

Under close supervision of the Clinical Director, the position will assist in the general operations of unit functions and perform research on a wide variety of special projects as required.

Characteristics:

The Administrative Assistant is the para-professional level requiring close supervision of and in support of the Unit Clinical Director and delegated assignments within defined scope, management-assigned administrative responsibilities and well-established hospital procedures. This position may have contact with substantial leaders or contacts affiliated with the organization that may require privacy and discretion. Work assignments are subject to detail and continuous review.

Assignments will include assisting in such areas as human resources, accounting & budgeting, inventory, purchasing and analysis of unit functions.

SUMMARY OF RESPONSIBILITIES:

The Subacute Unit Administrative Assistant is responsible for:

• Unit communications internally and externally with VitalCare staff and County staff
• Provides support to administrative control over clerical and technical staff assigned to the unit
• Maintains office files and records, both public and confidential
• Analyzes office methods, procedures, and forms for ongoing improvement, including development of departmental procedures and policies
• Oversight of subordinate office staff, including assistance in trainings, schedules and adherence to hospital & company standards
• Assists in conducting research studies or performs elementary research, including gathering simplistic data and placing said data into organized reports
• Assists in more simple routine, technical phases of special studies, surveys, investigations, and research projects
• Prepares graphic charts, answers routine correspondence and inquiries from the public and county employees
• Assists with the preparation and administration of contracts
• Assists in conducting special projects related to developmental administrative services
• Performs duties related to above as required

QUALIFICATIONS AND EXPERIENCE:

Sufficient education, training and experience that demonstrates the ability to perform the typical tasks listed above and possession of the following knowledge and abilities:

• Completion of sixty college semester units or work-related experience of relevant analytical, administrative, lead, supervisory or management experience that includes interpreting rules and regulations, gathering and formulating and recommendations, and report writing.

KNOWLEDGE, SKILL, AND ABILITY:

• Statistical research and data collection techniques and procedures
• Office procedures including the maintenance of records
• Principles of mathematical and statistical computations
• Effective communication and interviewing techniques required for gathering, evaluating, and transmitting information
• English usage, grammar, spelling, vocabulary, and punctuation
• Knowledge of office practices, methods, and computer equipment and applications related to unit work
• Ability to collect, assemble and analyze simple technical data
• Communicate and interact win situations requiring instruction, persuasion, and motivating people
• Prepare and present clear and concise reports
• Speak effectively and participate in group meetings and individual interviews with the public and clients at varying levels of authority
• Follow oral and written directions
• Establish and maintain cooperative working relationships with those contacted in the course of work