Description

Description

Job Summary

Supports Global Health Leadership team with the coordination, implementation, and execution of special projects as well as clerical and administrative support functions. Provides timely management of all project phases, resources, and produces documentation necessary to plan, define, and implement the assigned projects. Ensures quality services for both internal and external customers, consistent with the organization's visions and values.

Job Specific Duties

• Assists Department Leadership Team with special projects, organizes meetings/ conferences, hospital tours and other special events. Performs research for project deliverables.
• Uploads documents into MediTract for legal approval; tracks progress effectively. Saves copies of fully executed agreement appropriately and e-mails copies to relevant parties.
• Oversees signature routing process through full execution, including obtaining all required signature at NCHS as well as from third party; follow-up as required.
• Prepares standard and routine reports, presentations, memorandums, letters, meeting agendas and meeting minutes, spreadsheets, graphics, charts, and databases. Assists in formatting and proof reading of business documents, internal and external reports.
• Submits PO's requests and follows up on completion. Verifies & submits invoices to be approved by the Department Head(s).
• Maintains the content and visual appeal of the department's internal and external website and social media presence.
• Submits work orders to maintain appropriate phone, computer, and equipment repair and services.
• Executes projects and special assignments by establishing objectives, determining priorities, and managing timelines. Creates status reports and general tracking mechanisms to ensure achievement of objectives through a details approach to task execution.
• Schedules & coordinates meetings for the Department Leadership Team and follows-up as needed. Prepares draft agenda, meeting minutes, and other sensitive documents.
• Coordinates travel arrangements, maintains logs/reports. Prepares and routes pre-approval and reimbursement forms for review/signature and monitors completion.
• Reconciles PNC card in system for Department Head(s). Allocates expenses to appropriate cost center and financial accounts.
• Responsible for oversight of the Global Health House ensuring regular maintenance and cleaning is up to date. Provides support to guests during their stay.
• Maintains discretion and confidentiality regarding relationships, discussions and material that the Department Leadership Team is privy to.

Qualifications

Minimum Job Requirements

• 2-4 years of Administrative Assistant or project management experience required
• Bilingual (English/Spanish) required

Knowledge, Skills, and Abilities

• Healthcare experience preferred
• International customer service experience preferred.
• Able to adapt and react calmly under stressful conditions.
• Able to set priorities, meet deadlines, and successfully handle multiple concurrent tasks.
• Strong problem solving skills and attention to detail.
• Able to work efficiently in a team environment.
• Ability to work independently and flexibly with minimal supervision.
• Ability to represent department/function in a professional, courteous, and efficient manner.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to communicate effectively verbally and in writing.
• Able to maintain confidentiality of sensitive information.

Job:

Clerical/Administrative

Department:

GLOBAL HEALTH-1000-930000

Job Status:

Professional