Senior Administrative Assistant - Alameda Health System

Job Summary:Under minimal supervision, performs varied, complex and often confidential administrative support duties formultiple managers and/or directors. Plans and conducts studies and inquiries and facilitates implementationof programs and projects. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification, however, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Assists the management staff member in managing departmental and associatedbudgets, including preparing and maintaining detailedspreadsheets, monitoringencumbrances, payments and journal entries; analyzes budget requests and provides
recommendations to the management staff member.

2. Coordinates and administers personal service or consultant contracts; ensures thatcontract provisions are met and that appropriate approvals are received.

3. Initiates correspondence for signature of management staff member; receivesincoming correspondence, attaches appropriate supporting documentation anddistributes to management staff member or professional staff as appropriate.

4. May have overall calendar management responsibilities of various Conference Rooms,to include confirmation of room reservations; complete all furniture set-ups and teardowns; confer with all room requestors before, during and after their event andresponding to inquiries and requests; getting final confirmation of the time, number ofparticipants, A/V presentation materials, menus, and room setup; greet the host upontheir arrival in the meeting room to determine if there are any new requests orchanges; respond to numerous phone calls and emails with new meeting requests andspecial add-on information for existing meetings.

5. May perform diversified receptionist duties which may include, greeting and directingall visitors/patients, answering and directing telephone calls, taking messages, andsetting appointments; maintain the reception area organized and presentable to allvisitors, employees, patients, etc.

6. Performs and directs office administrative activities such as organizing and maintainingconfidential and administrative files and purchasing office supplies and relatedequipment for the management staff; maintains records of purchases.

7. Performs revenue and expenditure projections for department’s budget; compilesfigures, prepares justifications and coordinates the budget development process;reviews expenditure reports, prepares internal reports and maintains inventory records.

8. Plans, oversees, reviews and implements administrative services supportingmanagement staff member’s activities and functions.

9. Prepares and maintains all agreements under the purview of management staffmember between AHS and outside individuals and agencies, ensures that agreementsare properly executed and, as requested, prepares associated payments.

10. Prepares periodic and special reports and compiles information including varied,complex, sensitive and confidential information such as operational and administrativeconcerns, policies, procedures, function and organizational structure, expense control,record-keeping procedures with forms, documents and payrolls; assists line managerswith revised procedures.

11. Provides support to the Human Resources Department by interpreting rules,regulations and memorandums of understanding; may direct or coordinate payroll,training and personnel record keeping.

12. Represents and serves as liaison between a management staff member andrepresentatives from other departments and agencies; transmits information tomanagement staff in other AHS departments and to members of staff.

13. Schedules appointments and arranges conferences for management staff member andother relevant staff; makes travel arrangements, preparing invoices, payments andreimbursement forms.

Qualifications:

Education: Associate's degree or some college coursework required. Bachelor's degree preferred.

Minimum Experience: Five years office administrative experience and one year experience reporting to seniormanagement staff.