Job Details
Essential Job Responsibilities
Provide clerical assistance to all members of the IT department.
In conjunction with management, oversee the scheduling of resources and associated materials for meetings
Schedule meetings as requested.
Participate in all IT department and intra-department meetings involving the IT department.
Record, transcribe and ensure follow up to action items.
Document meeting activities with audio recordings and detailed written notes/minutes.
Provide follow-up as designated on tasks, processes, and next-steps within and outside of the department.
Act as department's point of contact for scheduling and related IT functions.
Answer incoming calls to the IT Department and transfer telephone calls, take messages as necessary and route voicemail messages to right resource
Manage information flow in a timely and accurate manner.
Manage executives' calendars and sets up meetings.
Make travel and accommodation arrangements.
Prepare weekly, monthly or quarterly reports.
Generate and maintain both electronic and physical files as required.
Work on data entry and data collection projects as requested.
Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf.
Provide insight, recommendations and assistance with channeling both technical and non-technical issues and resources.
Use various software, including word processing, spreadsheets, databases, calendars the ticket system and presentation software to document, manage tasks and time.
Work on the purchasing process including requisitions, documentation, submissions, orders, and receipt of materials.
Research, pre-purchase items, pricing, and track authorizations for purchase.
Engage with vendors in the pre- and post-sales process.
Follow-up on invoicing and billing issues.
Work on the management, renewal, and documentation of IT contracts.
Maintain and handle product, software, and support renewal dates to ensure timely processing.
Generate and maintain both electronic and physical files as required.
Receive IT equipment, inspect assets for damage, document the inventory information in asset management system.
Tag and track all IT assets and manage the inventory system for updates, transfers, creation, and disposal following the IT department's procedures and policies .
Identify, analyze, and recommend opportunities for cost savings.
Support the IT department audits as necessary by providing reports and documentation related to the IT inventory as requested.
Culture of Service: 3 C's
Compassion
Greets internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.
Listens to the internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring and understanding of the request and providing appropriate options or resolutions.
Competency
Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered
Commitment
Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed
Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure the prompt and effective response is provided
Safety
Ensures proper handwashing according to the Centers for Disease Control and Prevention guidelines.
Understands and appropriately acts upon the assigned role in Emergency Code System.
Understands and performs assigned roles in the organization's Continuity of Operations Plan (COOP).
Contact Responsibility:
The responsibility for internal contacts is frequent and important. The responsibility for external contacts is important.
Physical Requirements:
This work requires the following physical activities: occasional walking and bending, frequent standing, sitting, lifting at least 25 lbs., stretching/reaching, vision for close work, talking on the phone and talking in person. Occasional driving may be required. Work is performed in an office setting.
Other
Participates in health center developmental activities as requested.
Other duties as assigned.
Travel Requirements and Details
Own transportation required.
Education
High school diploma required.
Work Experience
Two (2) years from office environment experience is required.
Skills
Proficiency with MS Office applications (Word, Excel, PowerPoint).
Good written and verbal communication
Organizational and interpersonal skills are required to interact with employees.
Multitask efficiently.
Problem Solving.
Detail-oriented.
The ability to work with multicultural and diverse population is required.
A flexible schedule is necessary.
Documentation
Communication
Commitment
Highly organized and detail oriented.
Exceptional customer service.