Description
MedStar Ambulatory Services- LaFayette is looking for a full-time Administrative Assistant/Project Coordinator. This position is Monday – Friday from 8:00am – 4:30pm.
This position is the main line of administrative support to MedStar Ambulatory Services (MAS), for the MAS Assistant Vice Presidents (AVPs). Works in conjunction with the Executive Assistant (EA) to the President of MAS and will serve as the first point of contact for department/business associates (including SS President) when EA is not in the office. Assists all MAS associates and auxiliary team members with program and project-planning functions, such as MAS site openings and other events on an as-needed basis lead by the MAS Department. Works in daily conjunction with the MAS EA to ensure smooth operation of the growing MAS business. MedStar Ambulatory Services is committed to providing world-class, compassionate care to every patient, every time, at every touch point. All associates are accountable for their role in meeting patient experience standards.
Primary Duties
Assists with on-boarding new employees into the SS system by processing appropriate paperwork, ordering essential technology and working with MAS AVP to ensure that new employee has completely all mandatory paperwork and tasks prior to beginning their work within the MASdepartment.
Collaborates and coordinates with Executive Assistant (EA) for MASPresident on a daily basis. Serves as point of contact for all MAS team, auxiliary members, vendors/consultants and others when EA is not available, including the MAS President. Works with EA on special projects as necessary.
Continually works as a team player, not only with MAS EA, but with all members, auxiliary members, vendors/consultants, upper management, et. al. to perpetuate a solid, intertwined organization that supports all endeavors throughout all MAS services.
Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards and safety standards. Complies with governmental and accreditation regulations.
Coordinates all arrangements for internal and external meetings, conferences, committee meetings and others as requested by the MAS AVPs (and other MAS team and auxiliary members as needed). Includes coordinating schedules for all members involved, procuring space either on-site at Corporate or off site, which may include other MedStar facilities or external locations for meetings. Notifies all participants and their assistants via E-mail, Outlook invite or both; ensures all AV equipment is available (when necessary) and orders catering appropriately (when necessary).
Creates and reviews/proofs presentations, documents, etc…as requested by the MAS AVPs.
Keeps an up-to-date contact list of pertinent MedStar associates who regularly interact with AVPs, as well as a variety of consultants and vendors on an as-needed basis for meetings and other special projects.
Maintains a professional, pleasant, creative and helpful demeanor at all times, serving as an example and strong representative for the MAS department, as well as MedStar Health.
Maintains files for all immediate superiors (MAS AVPs) and any applicable MAS files. Organizes and retrieves information on an ongoing basis.
Maintains the calendar of all immediate superiors (MAS AVPs and potentially others) and schedules meetings as requested.
Participates in multidisciplinary quality and service improvement teams as appropriate. Always seeks to run office in a more organized and efficient way. Participates in meetings (on and off-site), may serve on committees and may represent the MAS department and hospital/facilities in community outreach efforts as appropriate.
Performs other duties as assigned.
Provides research and administrative support for special projects for MAS AVPs as requested.
Receives and processes all accounts payable invoices, check requests, expense reports and purchase orders for MAS AVPs and consultants/vendors. Follows-up and tracks progress to ensure invoices are paid in a timely manner.
Serves as main administrative point of contact for all MAS AVPs and performs traditional office tasks such as answering telephones, screening calls, handling inquiries and providing general information. Receives, greets, assists and directs associates, interns, residents, visitor, other MedStar associates and vendors/consultants to appropriate staff members.
Supports other upper management within the External Affairs and Diversified Business department and assists other MedStar executives, associates and vendors/consultants as needed.
Tracks all contracts that are sent to MAS AVPs, including facilitating circulation of contracts to procure pertinent signatures, returning them to appropriate parties within a timely manner and keeping copies of all contracts, permits and other highly sensitive material that must be tracked and easily accessible at all times.
Will be expected to occasionally work off-site at events (with MAS EA) to ensure that they run smoothly. Region ranges from Northern Virginia to Northern Baltimore County.
Works with AVPs, MAS Marketing, MAS EA and others on special projects and events that include, but are not limited to, grand openings of new MAS sites, Health Fair Expos and other events that may occur which are sponsored by the MAS department and our various branches.
Qualifications
High School Diploma or GED, Required.
Associates degree in related field, Preferred.
Minimum 4 years applicable experience in administrative training and preferably office coordination positions, Required.
Excellent typing skills.
Must have working knowledge of various computer software applications, particularly Microsoft Outlook, Word and Excel.
Must have exceptional interpersonal skills and be willing to be a team player on a variety of levels with a variety of associates, consultants and vendors. Must have excellent verbal, written and communication skills.
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