SUBFUNCTION DEFINITION: Provides secretarial/administrative support to employees or groups in the organization. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries. May arrange business travel, coordinate meeting arrangements, and/or track expenses
Scope: Leads a team of 5+ employees
Lead the administrative support function for the division. Participate as department/division representative at meetings, relay relevant information and provide necessary follow up. Take ownership of issues and concerns communicated to the department/division and provide follow up to bring issues to conclusion. Ensure appropriate operational information regarding the department/division is communicated to appropriate staff. Develop and maintain cooperative relationships with other Cincinnati Children's departments and outside agencies with which the department interacts. Provide oversight for the organization of electronic files and records, the inventory of office supplies, and the processing of requisitions. Take ownership of issues and concerns communicated to the department/division and provide follow up to bring issues to conclusion. Support, interpret and enforce CCHMC policies and procedures. Ensure appropriate operational information regarding the department/division is communicated to appropriate staff. Develop and maintain cooperative relationships with other Cincinnati Children's departments and outside agencies with which the department interacts.
Conduct ongoing evaluation and mentoring of direct reports, including effective, clear, and timely annual performance evaluation. Ensure staff is properly trained to perform job functions. Determine and monitor implementation of continuing education goals of the department and provide educational opportunities for department staff. Ensure departmental and Medical Center initiatives, priorities, standards, and policies are effectively communicated and understood by direct and indirect reports.
Policies & Practices
Implement and enforce policies and procedures that guide and support departmental operations and services.
Assist with fiscal responsibilities of the department as requested. Monitor budget expenditures; identify and research variances/problems. Assist in tracking and monitoring expense and allocations. Provide applicable reports. Research information for major purchases. May assist with annual budget preparation.
Associate's degree in related field or equivalent combination of education and experience
5+ years of work experience in a related job discipline
At Cincinnati Children’s, we come to work with one goal: to make children’s health better. We believe in a team approach, both in caring for patients and their families, and in advancing science and discovery. We strive to do better, and find energy and inspiration in our shared purpose. If you want to be the best you can be, you can do it at Cincinnati Children’s.