Sr Administrative Associate, part time w/ benefits

Greenwich, CT
Nov 2, 2018

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
EEO/AA/Disability/Veteran
Summary:
The Safety & Security Sr Administrative Associate works independently and efficiently to meet the needs of the Director and the department by coordinating the daily security activities under the direction of the Director of Safety & Security. Willing to accept responsibility for individual job requirements and performance and is able to contribute to the efficient and effective operations of the department. The Safety & Security Administrative Associate exemplifies behaviors reflecting Service Excellence and support of the Strategic Dimensions by modeling the Core Success Factors as described in the Performance Review.
Responsibilities:
  • 1. Responsibilities include, but are not limited to, phone coverage, calendar scheduling, travel arrangements, drafting of correspondence, compiling data, and maintaining departmental record-keeping and filing systems.
  • 1.1. Manages time efficiently and completes assigned work within scheduled time.
  • 2. Additional clerical functions covering a wide range of departmental operations.
  • 2.1. Receives, coordinates and communicates telecommunications in a timely manner.
  • 2.2. Responsible coordinating security officers schedule and request for PTO
  • 2.3. Inputs staffing schedule into payroll system weekly and prints reports for Director of Safety & Security.
  • 2.4. Responsible for entry of bills, payments and Purchase orders.
  • 2.5. Responsible for scheduling and coordination of safety & security training programs.
  • 2.6. Responsible for tracking, documentation and reporting at Environment of Care committee.
  • 2.7. Responsible for note taking and completion of all minutes for safety & security meetings. Prepares memos, agendas, letters and minutes as requested. Posts memos in memo book as necessary.
  • 2.8. Enters work order requests for equipment and systems in need of repair.
  • 2.9. Enters and maintains unit specific statistics for managerial reports.
  • 3. Acts promptly to address concerns and triages requests and problems through the appropriate channels.
  • 4. Assists in the coordination and implementation of special events, meetings and training.
  • 4.1. Communicates suggestions for reducing costs or improving productivity to the Director of Safety & Security.
  • 5. 30% of time spent in relation to ownership of ongoing projects supporting the department and special projects as assigned.
  • 5.1. Responsible for management Id photo ID program, including processing and making hospital IDs
  • 5.2. Responsible for the management and operation of security systems. HUGS, DSX, CCTV and access system.
  • 6. Responsible as a unit representative demonstrating service excellence.
  • 6.1. Acknowledges patients, families, visitors and staff promptly and graciously.Welcomes patient, visitors and staff in a warm, friendly manner; is courteous; makes eye contact and smiles; introduces self by name and, when appropriate, by position; addresses people by name whenever possible.
  • 6.2. Communicates to others with respect and concern. Uses active listening techniques to understand the needs of patients, visitors and staff, and acts promptly and decisively to address and/or resolve concerns.
  • 6.3. Maintains confidentiality of information according to established policy.
  • 6.4. Embraces shared goals versus narrower interests: actively cooperative vs. competitive or non-committal. Understands the importance to the team/group of consistently dependable work. Recognizes and takes opportunities to help others through handling an already full workload.
  • 6.5. Seeks to understand other's priorities and processes, and openly shares potentially useful information.
  • 6.6. Continually seeks ways to sustain and improve one's skills. Grasps opportunities for feedback and coaching, as the means to contributing one's best. Focuses on performance improvement as an opportunity for learning and an obligation for excellence.
  • 6.7. Flexible/Open-Minded. Listens with an open mind to other's opinions in the spirit of finding and following the best ideas. Willingly sets aside familiar techniques and procedures to learn a new, more effective approach.
  • 6.8. Responds to sudden or frequent changes in assignments and priorities by seeking ways to adjust most
    effectively. Suspends judgment on policies and decisions, which present difficulties, allowing time to earnestly
    assess their pros and cons.
  • 6.9. Is sensitive to different cultural, emotional and spiritual needs of people.
  • 7. Responsible for scheduling Emergency Management committee meetings, minutes and participation in EM drills.
    Other information:

    EDUCATION:

    High school diploma or GED required. Some business course work at the college or technical level preferred.

    EXPERIENCE:

    At least 2-3 years' experience functioning in an administrative support role or a combination of experience and Bachelors' degree.

    SPECIAL_SKILLS:

    Excellent computer skills including Microsoft Office suite (especially Word, Excel, and PowerPoint), and well versed in Internet research and navigation.
    Exceptional customer service skills
    High level communication and interpersonal skills
    ACCOUNTABILITY:

    COMPLEXITY:

    PHYSICAL_DEMAND:

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    Job Info

    Job: 3123

    Department: Security
    Category: Admin Support
    Status: Part Time With Benefits
    Shift: DAYS
    Hours: 30.00