Administrative Assistant - Strategic HR
at Adventist Health System

Date Posted: 3/10/2017

Job Description



Job:  Administrative / Business Support

Organization:  Adventist Health System Corporate Office

Shift:  Day

Job Posting:  Feb 6, 2017, 2:27:09 PM

If you want to be a part of a place that provides nothing less than extraordinary compassionate care, then Adventist Health System is the place for you!
We are currently seeking qualified candidates for an Administrative Assistant position that will be based in our Strategic Human Resources department. This position is based at our corporate office in Altamonte Springs, FL.  
This position provides the opportunity to support the Executive Director of Talent Management, the Executive Director of Organizational Effectiveness and department staff to meet the day-to-day functions of the department. The handling of confidential information is part of daily responsibilities. The administrative assistant enhances director’s effectiveness by providing director support; appointment scheduling; document preparation and distribution; travel planning and communication with leadership, outside callers and visitors; and special projects as assigned by leadership.
Specific job duties include:
 
ADMINISTRATIVE SUPPORT
  • Maintains paper and electronic files of all correspondence, documents, reports, and other materials.
  • Maintains and updates Outlook with current information, including distribution lists
  • Responsible for the department’s daily mail pick-up and distribution, FedEx shipments and certified mail. Tracks all requests electronically to insure accurate delivery/completion.
  • Maintains department inventory of office supplies and equipment, including purchase orders and check request  
APPOINTMENT SCHEDULING
  • Schedules and maintains director’s calendars
  • Provides necessary logistics for meetings (internal and external) such as agenda, facilities and catering, accommodations and technical equipment
  • Organizes weekly/monthly conference calls for directors

DOCUMENT PREPARATION AND DISTRIBUTION

  • Prepares, edits and distribute reports, agendas, letters, meeting minutes, organizational charts and other documents
  • Ensure all correspondence and documents have a professional appearance and organized in a clear, concise and professional manner with correct grammar, punctuation and spelling

TRAVEL PLANNING

  • Makes travel arrangements for assigned directors and coordinates schedule. 
  • Completes expense reports for directors in a timely manner.  Ensures expense reports are copied and turned into accounting for processing.
COMMUNICATION
  • Manages difficult and demanding situations timely with tact and calmness while promoting peaceful resolutions
  • Communicates with staff, leadership, outside callers and visitors
  • Clearly represents self and the organization in a professional, courteous manner
  • Directs incoming communications according to director’s schedule and priorities
  • Deals discretely and appropriately with confidential information concerning Adventist Health System
Experience Requirements:
  • 2 years minimum experience as an administrative assistant
Educational Requirements:
  • High School diploma required
  • Associate’s or Bachelor’s degree preferred
Software Requirements:
  • Microsoft Office Suite required
  • Intermediate level PowerPoint (graphics, prepare presentations, etc.) required
  • Intermediate level Excel (pivot tables, macros, etc.) required
  • Online expense reimbursement system such as concur preferred
Knowledge and Skills Required:
  • Demonstrates ability to adapt to new situations and responsibilities
  • Demonstrates problem solving skills
If this position sounds like a great match for your skills set and experience, please apply online now!

Job Snapshot

About Us

About Adventist Health System

Who We Are

We are one of the largest faith-based health care providers in the United States. For 150 years, we have carried on a tradition of providing whole-person care that not only addresses patients' physical ailments, but also supports their emotional and spiritual well-being. We demonstrate the same level of compassion and care for our employees as well, doing all that we can to help them realize their full potential – both personally and professionally.

Who You Are

You are a compassionate, talented professional who wants to work in an environment where you can live out your faith and your values. You are excited about being part of a team that uses the latest technology and medical research to ensure patients receive quality care, but who also recognize that great care is always personal. You enjoy going out of your way to make each patient and their family feel special, and are passionate about guiding them toward optimal health.

Our Community

Our community is global and so is our reach. From coordinating medical mission trips in Ethiopia to planting school gardens in Florida, we are constantly seeking ways to go beyond hospital walls in improving the health of our communities. As a member of our team, you will be encouraged to use your talents in fun, meaningful ways that bring joy and healing to people around the world.

Our Mission

Part of this worldwide network, Adventist Health System was founded in 1973 to support and strengthen the Seventh-day Adventist health care organizations in the Southern and Southwestern regions of the United States. Today it is a national leader in quality, safety and patient satisfaction, comprised of 46 hospital campuses and nearly 77,000 employees.

Although separated by geography, each of our facilities is united by the mission of Extending the Healing Ministry of Christ. Today we continue the tradition of whole-person care by practicing and sharing CREATION Health, a blueprint for living a healthy, happy life based on the principles given in the Bible’s creation story: Choice, Rest, Environment, Activity, Trust, Interpersonal relationships, Outlook and Nutrition.

We provide comprehensive benefits, training and advancement opportunities. We care for our employees as well as we care for our patients.