Administrative Assistant at AdventHealth

Date Posted: 3/25/2020

Job Snapshot

  • Job Schedule
    Full-Time
  • Location:
    Orlando, FL
  • Job Category
  • Date Posted:
    3/25/2020
  • Job ID:
    20007403
  • Job Family
    Administrative
  • Travel
    No
  • Shift
    1 - Day
  • Application Zone
    1-Shared Services
  • Organization
    AdventHealth Central Florida

Job Description


Description
YOU ARE REQUIRED TO SUBMIT A RESUME WITH YOUR APPLICATION!
 
Administrative Assistant- AdventHealth - Orlando 
Location Address: 10093 LAKE NONA BOULEVARD
Reasons to work at AdventHealth – Lake Nona
 
  • Specialized Emergency Room Care
  • Overnight Observation
  • A system of specialists who work together across different Specialties
 

GENERAL SUMMARY:

Position level is based on reporting structure (see “Reports To” above, referenced below as “Leader”).

Supports Leader(s) and Center for Academic Achievement (CAA) Staff & Faculty as direct administrative assistant, with responsibilities including calendaring, travel arrangements, correspondence, and other administrative functions.  Will professionally represents CAA Staff & Faculty as requested and in all associated responsibilities.  This position also oversees the running of the University Testing Center under CAA.  Actively participates in outstanding customer service and accepts responsibility in maintaining relationships that are equally respectful to all. 

 

KNOWLEDGE AND SKILLS REQUIRED:

  • Ability to communicate and interact effectively and professionally with diverse populations, individually or as a team member, both in verbal and written communications
  • Excellent computer skills in word processing, spreadsheets, and databases, using programs such as Microsoft Outlook, Word, PowerPoint, Excel, Access, etc.
  • Ability to maintain confidentiality, use discretion, and adhere to all corporate, legal, and regulatory guidelines, i.e. HIPAA
  • Self-motivated, with flexibility to multitask and prioritize in a stressful, fast-paced environment
  • Ability to resolve issues with minimal direction or guidance, as well as work independently and as a team member
  • Professional attitude and conduct
  • Ability to effectively utilize office equipment including fax, copier, printer, scanner, etc.
  • Ability to meet ever-changing and multiple deadlines, managing day-to-day workflow
  • Detail-oriented, with strong proofreading and editing skills
 
KNOWLEDGE AND SKILLS PREFERRED:
  • Basic accounting, legal and/or contract administration knowledge
  • FH/AHS Sunport system        


Qualifications

EDUCATION AND EXPERIENCE REQUIRED:

  • Bachelor’s Degree or higher
  • Two years’ minimum experience as an administrative or executive assistant, secretary, or other higher level administrative/office support role, OR
  • Two years of related business or other administrative experience
 
EDUCATION AND EXPERIENCE PREFERRED:
  • Associate’s degree in secretarial science or business, and two years’ executive office/secretarial work experience
  • Event planning/coordination experience
  • A Bachelor’s Degree and prior experience proctoring in a testing center
 

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIRED:

  • eLearning CLEP iBT certification (Expected completion: one month after hire date)
  • ACCUPLACER Certificates of Test Administration for both Manager and Proctor (Expected completion: one month after hire date)
  • Complete ATI Proctor Certification and Proctor Oath (to give TEAS) (Expected completion: one month after hire date)
 
LICENSURE, CERTIFICATION, OR REGISTRATION PREFERRED:
  • Certified Administrative Professional (CAP)
  • Membership in the CLEP and Accuplacer informational email list serve groups and regular conference attendance at educational events hosted by the CollegeBoard
 

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES:

Demonstrates, through behavior, AdventHealth University’s core values of Nurture, Excellence, Stewardship, and Spirituality)

  • Manages calendar for CAA Team, schedules meetings and appointments, and coordinates travel arrangements including lodging, air/land, transportation, event registration, etc.
  • Answers/screens incoming calls, takes messages and routes calls as appropriate.  Retrieves voice messages as requested.  Greets and assists visitors.  Professionally represents CAA Team and AdventHealth University in all communications and as requested at meetings, events, etc.  Communicates effectively and appropriately based on visitor needs.
  • Provides administrative and secretarial support including and delivering CAA Team’s incoming/outgoing mail; completing correspondence duties including composing and editing letters, memos and other correspondence; preparing expense reports, PAVs, and supply orders; preparing and updating presentations, spreadsheets, etc.; maintaining files and records, equipment, etc.
  • Schedules and organizes meetings and events, both on- and off-site; orders provisions as appropriate, prepares agendas and takes/transcribes meeting minutes, distributing as appropriate.
  • Oversees the administration of the University Testing Center, which involves:
  • managing scheduling and proctoring of testing for both AHU students as well as non-AHU guest test takers.
  • keeping contracts and certifications up to date with all testing companies,
  • keeping monthly schedules posted for online test registration,
  • sending confirmation emails to all test takers,
  • sending scores to appropriate university personnel and transmitting test data to specific testing services,
  • working with AHU Information Technology Office to ensure internet access and proper software is functioning on testing center computers,
  • keeping a master testing calendar to ensure seats and computers are available for the test takers on each day.
  • Other responsibilities include keeping: pencils sharpened, cubicles cleaned, testing platforms maintained and passwords intact, clocks in working order, and scratch paper available.
  • May assist with budget tracking, contracts, etc.
  • May serve as committee member and/or lead/supervise various work teams including other administrative staff.
  • May maintain division/department policies/procedures, contracts, etc.
  • Will support Leader(s) administratively with special requests including research, projects, and other miscellaneous duties.


This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances.

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