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CD Administration Support-Division

Description:
Provides professional level administrative support to executive(s) and department leadership. Anticipates and responds to diverse administrative needs of executive(s). Prepares presentations, reports, newsletters and other correspondence for different audiences. Tracks pertinent information and handles urgent and confidential matters. Makes commitments on behalf of executive. Coordinates retreats and special events. Coordinates and/or completes complex ad hoc projects including managing project costs and timelines. Receives customer inquiries and either responds or triages as appropriate.
Essential Responsibilities:
Provides professional level administrative support to executive(s) and department leadership using independent judgment and initiative. Anticipates and responds to administrative needs of executive. Prepares presentations, reports, newsletters and other correspondence on variety of issues and initiatives for different audiences. Tracks pertinent information and handles urgent and confidential matters.
Organizes and triages requests. Identifies and resolves administrative issues and conflicts.
Manages calendar for executive(s). Assists with communication and correspondence. Assures timely response to internal and external customers. Represents interests and perspective of executive to customers.
Makes commitments on behalf of executive(s). Coordinates and represents divisional interests in community, charitable or academic activities.
Coordinates all aspects of executive and department retreats, and special events. Schedules travel arrangements. Creates agendas and distributes documents. Coordinates presentations and equipment needs. Takes minutes and drafts meeting summaries. Establishes and maintains systems to support timely follow-up and implementation of leadership assignments and decisions.
Coordinates and/or completes complex ad hoc projects. Manages project costs and timelines.
Responds to customer inquiries and responds or triages as appropriate. Provides service recovery and may author responses by telephone, e-mail or written correspondence.
Reviews, analyzes and monitors budgetary cost centers. Assists with design, development and implementation of budgets. Ensures fiscal responsibility and efficient operations of department. Researches unusual variances or other apparent discrepancies with responsible area and accounting department. Reports significant findings.
Basic Qualifications:
Experience
Minimum two (2) years of administrative experience including assisting a senior level executive.
Education
Bachelor's degree in business administration or related field OR four (4) years of experience in a directly related field.
License, Certification, Registration
N/A
Additional Requirements:
Demonstrated ability to deal with issues from external customers as well as internal staff.
Demonstrated knowledge of and skill in customer service, detail orientation, influence, interpersonal relations, oral communication, organization, problem solving, project management, prioritization, quality management, results orientation and written communication.
Demonstrated knowledge of, skill and proficiency in word processing, multimedia presentations, spreadsheet, database and desktop publishing PC applications.
Preferred Qualifications:
Experience in a healthcare environment.
Supervisory experience.
Hospital experience preferred.
Ability to multi task in a high-stress environment.
Primary Location: Hawaii,Wailuku,Memorial - Helipad Building 221 Mahalani St. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Department: Administration Travel: Yes, 5 % of the Time
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