Summary

POSITION SUMMARY:

Responsible for day-to-day operations of a department or function, and direct support of one or more key leaders of the group, to ensure the orderly and efficient management of the department/function. Performs a variety of complex and highly confidential administrative, operational and project related duties. Working with internal and external constituents.

Essential Functions:

Project Coordination: Works with key leaders and staff to complete various departmental related projects. Researches, gathers, interprets and maintains data that is needed to develop confidential, complex statistical and administrative reports. Proofs for accuracy and appropriate format of all material typed; spelling, grammar, punctuation, nomenclature, coordination, completeness, and distribution. Collects information, compiles data, and prepares periodic statistical and other reports using spreadsheet software; verifies for accuracy of computation and completeness. Provide administrative, logistical and technical support; compose and prepare memoranda, correspondence, any affiliated board and/or Committee agenda/minutes (if applicable), and other documents, often of a highly sensitive and confidential nature. Develops and edits PowerPoint presentations. Keeps timelines on various projects.

Administrative: Assists key leaders by performing administrative duties that require discretion and independent judgment to ensure efficient operation of the office. Places, receives, and screens telephone calls; determines nature of call, takes messages and handles complaints; provides general information in accordance with Hospital policies. Assists key leaders in developing and monitoring project timelines; meetings, and events, coordinates travel requests and logistics. Greets, screens and directs visitors, executive leadership and board members etc. Performs additional specific duties unique to department, such as processing payroll, petty cash, and cash disbursements. Organize and complete committee meeting agendas and presentations. Opens, sorts and distributes mail; answers routine correspondence.

Meetings: Coordination Arranges appointments and meetings, and maintains calendars. Schedules appointments, arranges meetings and required catering, meeting rooms, and conferences, arranges travel and maintains calendars. Maintains conference room schedule using computer software. Attends meetings and records minutes and resolutions. Organizes programs, events, meetings or conferences. Prepares agendas and miscellaneous documents. Reviews calendars of assigned leaders weekly and anticipates preparation needs. Serves as primary gatekeeper of calendars for assigned key leaders.

Operations: Support the department with day-to-day coordination and management of business operational activities. Order office equipment, department supplies and coordinating office space. Assisting with supplies and equipment ordering including hardware and software access for onboarding employees. Establishes, maintains and revises departmental files and records accurately and appropriately organized. Coordinating hardware and software troubleshooting with department. Coordinating with telecommunications in office and cellular device ordering. Process invoices for the department and coordinates with finance. Coordinate and process contract signing using an electronic software platform. Docusign Directors Desk access and posting for LBH affiliated meetings for assigned key leaders. Handles staff development communications.

QUALIFICATIONS AND REQUIREMENTS:

Formal working knowledge; equivalent to an Associate's degree (2 years college); requires knowledge of a specialized field. 1-3 years of experience. Demonstrates the ability to follow verbal instructions. Demonstrates the ability to communicate effectively verbally. Demonstrates the ability to communicate effectively in writing.

Additional Information

As one of the largest health care providers in Maryland, with 13,000 team members, We strive to CARE BRAVELY for over 1 million patients annually. LifeBridge Health includes Sinai Hospital of Baltimore, Northwest Hospital, Carroll Hospital, Levindale Hebrew Geriatric Center and Hospital and Grace Medical Center, as well as our Community Physician Enterprise, Center for Hope, Practice Dynamics, and business partners: LifeBridge Health & Fitness, ExpressCare and HomeCare of Maryland.