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Administrative Specialist III-Neuro Administration

Company: MaineHealth
Location: Portland
Posted on: January 25, 2023

Job Description:

Position Summary

Under the general direction of an AVP, VP or Chief, the Administrative Specialist III performs a combination of administrative, project, and operational support work. The position is responsible for coordinating the daily activities of the assigned department and administrative operations while working closely with management and departmental staff. The incumbent prepares correspondence, reports, and other documents; makes travel arrangements; manages schedules and calendars, administers budgets and other similar activities. The position serves as a resource person regarding department policy, procedures, and practice.

Essential Functions:

Administrative Support:

  • Provide administrative and operational support to Directors or Senior Directors within the organization.
  • Perform support duties that require experience, skill, and knowledge of organizational policies and practices.
  • Use various business software applications (including word processing, presentation, database and spreadsheet, among other department specific applications) to prepare correspondence, databases, reports, presentations, agendas, minutes, etc.
  • Maintain files, records, and complex calendars.
  • May arrange business travel, coordinate meeting arrangements, track expenses, and/or support budget.
  • Manages, maintains and orders office supplies and equipment, including scheduling service appointments.

    Customer Service

    • Receive, screen, and direct incoming calls, visitors, mail, and email.
    • Serve as resource for employees regarding departmental policies and procedures.
    • Demonstrate professional diplomacy and discretion at all times when working with all customers, which may include members, affiliates, patients, coworkers, partners, and the general public.

    • Project Support

      • Coordinates events for department.
      • Acts as a member of the department project team and may complete department projects while seeking guidance from the team.
      • Assists with project data collection.
      • May provide comprehensive support for departmental projects, including reporting and basic analysis.
      • Prioritizes workload and time management among across multiple projects.

        Budget Management

        • Processes invoices and revenues.
        • Collects, maintains and generates data for budget development and management.

          Required Minimum Knowledge, Skills, and Abilities (KSAs)

          • Education: High school diploma or GED preferred.
          • License/Certifications: N/A
          • Experience: Minimum of 3-4 years of experience in an administrative support role required.
          • Exceptional written and oral communication skills.
          • Advanced skills with Microsoft Office Word, Excel and PowerPoint.
          • Strong interpersonal skills.
          • Strong multi-tasking skills.
          • Strong problem-solving skills.
          • Knowledge of medical terminology preferred.

            Additional Information

            MaineHealth was ranked one of America's Best Large Employers in 2022 by Forbes!

            MaineHealth is a not-for-profit integrated health system whose vision is, "Working together so our communities are the healthiest in America." MaineHealth consists of nine local health systems, a comprehensive behavioral health care network, diagnostic services, home health agencies, and 1,700 employed clinicians working together through the MaineHealth Medical Group. With approximately 22,000 care team members, MaineHealth provides preventive care, diagnosis and treatment to 1.1 million residents in Maine and New Hampshire. Learn more about our system at mainehealth.org

            At MaineHealth, we offer benefits that support an individual's needs for today and flexibility to plan for tomorrow. Our packages include health and dental insurances, paid parental leave, retirement program, generous paid time off, and much more! Our comprehensive array of benefits are competitive, affordable, and include choices that meet specific, but ever changing, needs.

            With a career at any of the MaineHealth locations, you'll be working with health care professionals that truly value the people around them - both within the walls of the organization and the neighborhoods that surround it. We are deeply invested in the well-being of our communities and care team members. We believe in fostering a work environment of strong commitment, compassionate caring and continuous improvement. Join us, and your abilities will be challenged and enhanced as you take your career to a new level.

            Additional Information Maine Medical Center is a Magnet designated 700-bed tertiary care and teaching institution. MMC is Maine's largest hospital and a state-wide health care resource. MMC offers outstanding career opportunities and quality of life in Portland.

Keywords: MaineHealth, Portland , Administrative Specialist III-Neuro Administration, Administration, Clerical , Portland, Maine

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