Admin Asst/Project Coord MAS - Washington, United States - MEDSTAR HEALTH

Description

General Summary of PositionMedStar Ambulatory Services- LaFayette is looking for a
full-time Administrative Assistant/Project Coordinator. This position is Monday
– Friday from 8:00am – 4:30pm.
This position is the main line of administrative support to MedStar Ambulatory Services
(MAS), for the MAS Assistant Vice Presidents (AVPs). Works in conjunction with
the Executive Assistant (EA) to the President of MAS and will serve as the
first point of contact for department/business associates (including SS
President) when EA is not in the office. Assists all MAS associates and
auxiliary team members with program and project-planning functions, such as MAS
site openings and other events on an as-needed basis lead by the MAS
Department. Works in daily conjunction with the MAS EA to ensure smooth
operation of the growing MAS business. MedStar Ambulatory Services is committed
to providing world-class, compassionate care to every patient, every time, at
every touch point. All associates are accountable for their role in meeting
patient experience standards.

Primary Duties
Assists with on-boarding new employees into the SS
system by processing appropriate paperwork, ordering essential technology
and working with MAS AVP to ensure that new employee has completely all
mandatory paperwork and tasks prior to beginning their work within the
MASdepartment.
Collaborates and coordinates with Executive Assistant
(EA) for MASPresident on a daily basis. Serves as point of contact for all
MAS team, auxiliary members, vendors/consultants and others when EA is not
available, including the MAS President. Works with EA on special projects
as necessary.
Continually works as a team player, not only with MAS
EA, but with all members, auxiliary members, vendors/consultants, upper
management, et. al. to perpetuate a solid, intertwined organization that
supports all endeavors throughout all MAS services.
Contributes to the achievement of established
department goals and objectives and adheres to department policies,
procedures, quality standards and safety standards. Complies with
governmental and accreditation regulations.
Coordinates all arrangements for internal and external
meetings, conferences, committee meetings and others as requested by the
MAS AVPs (and other MAS team and auxiliary members as needed). Includes
coordinating schedules for all members involved, procuring space either
on-site at Corporate or off site, which may include other MedStar
facilities or external locations for meetings. Notifies all participants
and their assistants via E-mail, Outlook invite or both; ensures all AV
equipment is available (when necessary) and orders catering appropriately
(when necessary).
Creates and reviews/proofs presentations, documents,
requested by the MAS AVPs.
Keeps an up-to-date contact list of pertinent MedStar
associates who regularly interact with AVPs, as well as a variety of
consultants and vendors on an as-needed basis for meetings and other
special projects.
Maintains a professional, pleasant, creative and
helpful demeanor at all times, serving as an example and strong
representative for the MAS department, as well as MedStar Health.
Maintains files for all immediate superiors (MAS AVPs)
and any applicable MAS files. Organizes and retrieves information on an
ongoing basis.
Maintains the calendar of all immediate superiors (MAS
AVPs and potentially others) and schedules meetings as requested.
Participates in multidisciplinary quality and service
improvement teams as appropriate. Always seeks to run office in a more
organized and efficient way. Participates in meetings (on and off-site),
may serve on committees and may represent the MAS department and
hospital/facilities in community outreach efforts as appropriate.
Performs other duties as assigned.
Provides research and administrative support for
special projects for MAS AVPs as requested.
Receives and processes all accounts payable invoices,
check requests, expense reports and purchase orders for MAS AVPs and
consultants/vendors. Follows-up and tracks progress to ensure invoices are
paid in a timely manner.
Serves as main administrative point of contact for all
MAS AVPs and performs traditional office tasks such as answering
telephones, screening calls, handling inquiries and providing general
information. Receives, greets, assists and directs associates, interns,
residents, visitor, other MedStar associates and vendors/consultants to
appropriate staff members.
Supports other upper management within the External
Affairs and Diversified Business department and assists other MedStar
executives, associates and vendors/consultants as needed.
Tracks all contracts that are sent to MAS AVPs,
including facilitating circulation of contracts to procure pertinent
signatures, returning them to appropriate parties within a timely manner
and keeping copies of all contracts, permits and other highly sensitive
material that must be tracked and easily accessible at all times.
Will be expected to occasionally work off-site at
events (with MAS EA) to ensure that they run smoothly. Region ranges from
Northern Virginia to Northern Baltimore County.
Works with AVPs, MAS Marketing, MAS EA and others on
special projects and events that include, but are not limited to, grand
openings of new MAS sites, Health Fair Expos and other events that may
occur which are sponsored by the MAS department and our various branches.

Qualifications
High School Diploma or GED, Required.
Associates degree in related field, Preferred.
Minimum 4 years applicable experience in
administrative training and preferably office coordination positions, Required.
Excellent typing skills.
Must have working knowledge of various computer
software applications, particularly Microsoft Outlook, Word and Excel.
Must have exceptional interpersonal skills and be
willing to be a team player on a variety of levels with a variety of
associates, consultants and vendors. Must have excellent verbal, written
and communication skills.


About MedStar Health

MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.C., region, while advancing the practice of medicine through education, innovation, and research.

Our team of 32,000 includes physicians, nurses, residents, fellows, and many other clinical and non-clinical associates working in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest home health provider in the region, and highly respected institutes dedicated to research and innovation.

As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar Health is dedicated not only to teaching the next generation of doctors, but also to the continuing education, professional development, and personal fulfillment of our whole team.

Together, we use the best of our minds and the best of our hearts to serve our patients, those who care for them, and our communities.

It's how we treat people.

MedStar Health is an Equal Opportunity (EO) Employer and assures equal opportunity for all applicants and employees.

We hire people to work in different locations, and we comply with the federal, state and local laws governing each of those locations.

MedStar Health makes all decisions regarding employment, including for example, hiring, transfer, promotion, compensation, benefit eligibility, discipline, and discharge without regard to any protected status, including race, color, creed, religion, national origin, citizenship status, sex, age, disability, veteran status, marital status, sexual orientation, gender identity or expression, political affiliations, or any other characteristic protected by federal, state or local EO laws.

If you receive an offer of employment, it is MedStar Health's policy to hire its employees on an at-will basis, which means you or MedStar Health may terminate this relationship at any time, for any reason.