Current job title: Administrative
Assistant - Lead
Industry: Healthcare
Department: Administration
Years worked in this industry: More
than 18
Years worked in this department: 6
Special training or attributes needed or helpful to
get job in this industry (or specific department): I hold an
Associate of Arts Degree in business. At the beginning of my career I
worked for seven years in another industry. After my children began to
arrive, I changed my career to Licensed Day Care until my children were
school age. When I re-entered the workforce, I willingly accepted a lower
status position since I had been out of my field for twelve years and felt
the changes I would face would need further education.
Interestingly enough, both my first position out of school and when I
re-entered the workforce, granted me additional years of experience due to
my schooling! Certainly made it worthwhile!
Number of
managers and/or staff supported: 2 executives, board of
trustees and multiple physicians
Typical work hours: Typically 7:30 a.m.
– 5:30 p.m.; oftentimes lunch meetings along with the monthly Board of
Trustee meeting in the evening.
Weekends or overtime hours: I work
overtime daily. Approximately five years ago, my classification was
changed from exempt to non-exempt. Consequently, I am paid overtime and I
also receive an hourly stipend for my lead duties.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): The general
salary range is $16 - $19.50/hour. Of course, my years of
experience have me at the top of the range. As such, I continue to receive
annual performance evaluations and then a “lump sum payment” as my salary
increase.
Benefits (direct or indirect): Our
benefits are exceptional! They include health insurance (single and
family), life insurance (with additional coverage available at a very
small charge), dental insurance (single and family), pension (7%
contribution by the organization), paid time off accrual, extended illness
bank, short and long term disability, educational reimbursement ($1,000
annually), as well as a flexible spending account (to reimburse day care
and medical expenses).
Lingo you might hear in this industry:
Acronyms are a large part of healthcare language. If I were to select
three, they would be related to safety, technology, and patient care (all
of which are interrelated for the optimal care of our patients).
1) RACE (Rescue, Alert, Confine, Evacuate) related to our monthly fire
drills. We must complete mandatory update training annually.
2) PACS (Picture Archiving Computer System) is the newest technology for
the ability of physicians to view x-rays on computers (at home or work).
This system will, in the very near future, make x-ray films obsolete.
Storage and retrieval of these films is a huge issue and computer storage
is much more efficient.
3) EMED (Every Minute of Every Day) relates to our commitment to put
patient safety above all “every minute of every day”.
A typical day on the job: For the most
part, my day begins checking e-mail that mysteriously appears after I have
left the day before! I also look at what the day holds and make
preparations as appropriate. I maintain a “To Do” list which is
prioritized on a daily basis and address this list as soon as possible.
I truly value my Monday morning meetings with the [executive]. We look at the
week/month and what needs to be accomplished and he keeps a file of items
where he needs my assistance. This meeting minimizes the amount of
interruptions we have for each other as assignments progress. My work is
self-directed and I am relied upon to set the example for our work team.
Of course, interruptions throughout the day need to be accepted cheerfully
and help provided where possible. This does sometimes create difficulty in
completing assignments but has never been the reason an assignment was not
completed on time.
Organization, prioritization, efficiency, time-management, etc. are all
used on a daily basis.
Positive things about being an administrative
professional in this industry: Administrative professionals
in our industry do receive a great deal of training in varied aspects of
business. We are encouraged to continue to learn and grow. The
relationship developed with those you support is very rewarding. They
value what you know and do and look to you for answers.
Negative things about being an administrative
professional in this industry: There continues to be an aura
of superiority exhibited against administrative professionals. It is much
better than it used to be when we were “only a secretary” but still has a
ways to go. We continue to struggle with recognition for what we are able
to accomplish.
Type of workspace/office:
cubicle due to space constraints in our facility
Primary responsibilities as an administrative
professional in this position: My primary function is to
assist the [2 executives] by proactively performing a wide variety of office
support functions and managing secretarial office operations for the
department of administration. Additionally…
1) Provide leadership and support for office support staff.
2) Prepare projects, reports, correspondence, and other material
accurately, following established guidelines and procedures.
3) Work cooperatively with physician leaders, administrators and other
allied health professionals to meet the needs of internal and external
customers.
4) Provide clerical support for the Board of Trustees and other committees
as deemed appropriate.
5) Promote a cooperative and supportive working relationship with the
executive office support staff that enhances the department’s
effectiveness as a whole.
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement: I
would want my replacement to exhibit the following requirements: 1)
Technical skills; 2) Interpersonal skills; 3) Leadership skills.
Office machines or equipment operated regularly:
Color - Digital Copier/Printer, Fax Machine, Overhead Projector, Laser
Printer, PC/Laptop, LCD, Videoconferencing Equipment, VCR/DVD, laminator,
folding machine, etc.
Technology (hard) skills used regularly:
A vast amount of my job involves power point presentations. The rapidly
changing mediums for these have moved from disk to burning CDs to flash
drives. Projection with a laptop/LCD is usually used.
Critical soft skills: Professional
presence, coaching, mentoring, communicating well both verbally and by
written documents, and, above all, positive attitude.
Pace of this position: Fast.
Constantly busy and involved with all organizational projects. I never
plan to go home with my work completed and my desk clean! I learned some
time ago that is not the way healthcare functions. However, the days fly
by and I feel respected, valued, and accomplished.
Geographical region: Midwest U.S.
