Administrative Assistant

Join to apply for the Administrative Assistant role at TOC
- The Orthopaedic Center

Administrative Assistant role supporting executive leadership and the administrative functions of TOC
- The Orthopaedic Center. The position involves broad clerical duties, calendar management, travel arrangements, and cross-departmental coordination.

• Greet department visitors (public, patients, physicians, and hospital staff) and respond to requests or direct to the appropriate personnel or department.
• Answer incoming calls, route to the appropriate person or department, and/or take precise messages.
• Oversee and maintain patient claims and suits.
• Maintain the business calendar and daily schedule for the President and Executive Suite.
• Provide direct clerical support to the President including scheduling meetings, opening mail, drafting/preparing correspondence and reports, and other clerical duties as needed.
• Provide administrative support to the Executive Suite in the absence of their assistants or for other required duties.
• Work independently with discretion and diplomacy to accomplish objectives, priorities, and deadlines defined by the President.
• Assist with scheduling meetings, preparing agendas and handouts, coordinating meeting logistics (laptop/AV), taking minutes, reserving locations, arranging catering, and processing related invoices.
• Address patient and family concerns with empathy and accuracy, following the Patient Feedback Monitoring program documentation process.
• Coordinate travel and conference/meeting registrations in accordance with Huntsville Hospital Travel Policy for the President.
• Run/analyze reports and support long-term projects; identify trends and key indicators; prepare spreadsheets for TOC and HH-TOC executive teams.
• Support the Human Resources Director and Chief Financial Officer with monthly high-level reports, including credit card statement reconciliations and document preparation for business licenses and personal property taxes.

• Oral communication – Clear, persuasive communication; effective in meetings and presentations.
• Planning/Organization – Prioritizes, plans work, uses time efficiently, and develops actionable plans.
• Problem Solving – Identifies and resolves problems timely, analyzes information effectively.
• Quality Management – Looks for quality improvements and demonstrates accuracy and thoroughness.

• HS/GED required
• Computer skills (Microsoft Word, Excel, PowerPoint, Zimbra, Kronos, Internet, Lawson)
• Proficiency with Microsoft Office applications
• Detail oriented with a high degree of accuracy and ability to multi-task
• Ability to work with minimal supervision
• Excellent communication skills, both oral and written

• Minimum of 2-4 years of clerical experience with responsibilities described above
• Bachelor’s degree in health care administration

• Must be able to use arms, hands, and fingers skillfully
• Constant standing, walking, or sitting for long periods
• Must be agile and able to work efficiently in space-limited areas
• Consistently work at a productive pace
• Must adapt to frequent treatment schedule changes

Note:

This description reflects current responsibilities and requirements and is subject to change as needed.