Current job title: Education
Coordinator and Administrative Assistant
Industry: medical/hospital
Department: Education and Professional
Development
Years worked in this industry: 3
Years worked in this department: 2
Special training or attributes needed or helpful to
get job in this industry (or specific department): Must be
highly skilled in software programs; experienced in preparing reports;
highly developed organizational skills; able to work and make decisions
(and to know when and when not to make decisions) unsupervised.
Number of
managers and/or staff supported: 1 (+7 indirectly)
Typical work hours: 7 a.m. – 4 or 5
p.m.
Weekends or overtime hours: Occasional
weekends; overtime varies – 1 to 2 hours a week except when quarterly
reports are due or there is a special project. And yes, I do get paid for
most but not all of my overtime.
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.): $13.60 -
$21.65
Benefits (direct or indirect): Good
medical, pharmacy, hospital benefits; retirement is not great; 10 paid
holidays, 10 paid vacation – can sell back unused sick/vacation time.
Lingo you might hear in this industry:
There are so many medical terms that I wouldn’t even know where to start!
The abbreviation ED refers to the Emergency Department; MHU refers to the
Mental Health Unit. We deal with a lot of state agencies like DPH –
Department of Public Health and NDNQI – National Database of Nursing
Quality Indicators.
A typical day on the job: There is no
such thing as a typical day around here! Because of our position within
the nursing department; we are often required to respond to emergencies
unexpectedly. This requires rescheduling meetings, setting up meetings,
etc. Additionally, I am a “last ditch” resource for all the other admin.
professionals at our hospital. If someone has submitted a work order and
can’t get a response, they call me. If someone wants to know how to do
something or where to get something, they call me. Plus, I coordinate
community educational efforts so I get a lot of calls from community
members.
Positive things about being an administrative
professional in this industry: The most positive thing about
my position is my boss. I tend to try to be all things to all people and
get frustrated when I can’t. She is very supportive and reminds me that I
can and should say “no” – that I can’t do everything. She reminds me to
take time off when needed and will send me home when I come in sick. She
always backs me up and never allows anyone to say negative or derogatory
things about me. She is clear and direct in her dealings and is always
willing to clarify if I don’t understand each other. She is quick to point
out she couldn’t do her job without me and has even stated the hospital
would be hurt more by my absence than hers.
Negative things about being an administrative
professional in this industry: We are all within the same
step. Exceptional performance is not always recognized. Out of our group
of approximately 18 admin professionals, there are 3 or 4 of us that carry
much more responsibility and much heavier workloads than others; and
there are 3 or 4 that have very light work loads; the rest fall between
the two extremes.
Type of workspace/office:
office (mid-size)
Primary responsibilities as an administrative
professional in this position:
• Administrative support to [a director].
• Education coordinator for in-house and community
• Coordinator for various monthly and quarterly Quality and Performance
Improvement reports
• Liaison for setting up [office supply store] on-line ordering accounts
• Responsible for approving two cost centers for payroll
• Coordinate all revisions and creation of forms for the hospital; work
with units, print shop and storeroom to coordinate distribution of
new/revised forms
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
•
Computer skills – Word, Outlook, POWERPoint, Excel
• Ability to multi task and set priorities
• Ability to create reports from raw data
Office machines or equipment operated regularly:
Computer, phones, faxes, printers, copiers, conference calling equipment,
laptop & projector for presentations
Technology (hard) skills used regularly:
MS Word, Excel, POWERPoint, Outlook, Kronos (payroll approval system), CIS
(software used in medical fields; patients medical records are all done
on-line); PeopleSoft (human recourses software, also used to track
education)
Critical soft skills: Many of these
have already been addressed.
Communication is important as I deal with people from the President to
maintenance & housekeeping staff to community members.
Organizational and time management skills are critical because of the
hectic pace and volume of work.
Self-starter – often I may not see my boss for more than five minutes
during the day; I have to be able to cover everything very quickly and get
her responses to issues.
Judgment – I have to know what/when it is important enough to interrupt
and when meetings should never be interrupted. I have to make judgment
calls as to when I can make decisions and when I should get someone else’s
input. I have to be able to make decisions and know how to prioritize
work.
Pace of this position: Fast, hectic,
never slows down!
Geographical region: Northeast, U.S.
Karen Porter, The Administrative Professional Job Performance and Career Success Coach™