Administrative Assistant II

Career Details:

Type: Sales/Marketing/Development

Hours: Regular Full-Time

Shift: First

Weekend Required: No

Location: Loretto Health & Rehabilitation

City: Syracuse

Openings: 1

Overview: 

The Administrative Assistant provides administrative support to the Marketing & Foundation department to maintain efficient operations.   Supports the execution of marketing-related events and logistics. Orders, organizes and maintains communications collateral, marketing tools and supplies, such as event materials, specialty items and ordinary office supplies.Schedules meetings, answers phones, directs inquiries appropriately, provides meeting support, prepares materials, orders food, and completes miscellaneous marketing tasks. Handles invoicing, tracks sponsorships, payments, and mails thank you letters. Also handles some database work to support the Loretto Foundation. Maintains department files, creates various reports, forms and graphs. Interacts with all levels of staff and vendors. May provide coverage for other administrative staff as requested.

 

Qualifications: 
  • Minimum 2 years of administrative or secretarial experience.
  • Associates degree or comparable education.
  • Accurate typing skills minimum 50 wpm.
  • Working knowledge of medical terminology is helpful.
  • Demonstrated organizational skills.

 

Responsibilities: 
  • Interacts with all levels of management, teammates and the public with professionalism, tact, discretion and confidentiality. Uses independent thought, judgement and discretion in executing all duties.
  • Composes high level correspondence with professional quality. Prepares, organizes, updates and maintains documents, forms, logs, newsletters, policies, databases, medical records, minutes, clinical information and files. Ensures paper or electronic information is filed accurately in an easy to retrieve and organized system. May review files or paperwork for completeness, such as signatures and dates.

 

  • Deals discretely with highly sensitive and confidential communications concerning staff, department and organization matters.
  • Handles routine and special projects with minimal supervision.
  • Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed. Attends meetings and takes minutes as directed. Anticipates and resolves or escalates scheduling conflicts.

 

 

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