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Administrative Assistant Supply Chain , FT Louisville

Company Name:
St. Vincent Infirmary Medical Center
Title: Administrative Assistant Supply Chain , FT Louisville
Location: KY-Louisville
Other Locations:
Job Summary:
Provides mid-level administrative support services for the Director of Procurement, Manager of Procurement and the Procurement Support Services functions of supply chain. Responsible for assisting and directing visitors, ascertains their needs, and directs callers to the proper person or department.
Essential Duties:
Answer, screen and transfer inbound phone calls
General clerical duties including photocopying, fax and mailing
Retrieve documents as requested
Codes invoices and submits for Supply Chain
Manages Procurement Card for Supply Chain
Handles request for information and data
Resolves administrative problems and inquires
Prepare and modify documents including correspondence, reports, drafts, memos and emails
Open, sort and distribute incoming correspondence
Maintain office supply inventory
Coordinates maintenance of office equipment
Communicates both internally and externally issues and brings resolution
Other duties as assigned
Prepares for and supports in-person meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations, technology and other resources as requested and directed
Assists others in the planning, coordination and support of large meetings and conferences
Records and distributes basic meeting minutes as requested
Distributes internal and external communications on behalf of leader as requested
Provides basic proofreading services of leader communications before distribution
Distributes internal and external communications on behalf of leader as requested
Provides basic proofreading services of leader communications before distribution
Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval
Processes and files department contracts and agreements
May assist with editing timekeeping records
Cross trains to learn unique responsibilities of peers within the department/group
Gains specific knowledge about their particular department/group to build business acumen
Provides back-up administrative coverage for peers ensuring all internal and external customers are served
Secures back-up administrative coverage for their own absences
Education:
High School Diploma or GED required.
Experience:
Minimum of three (3) years' experience in general office or business-related experience required
Minimum of three (3) years' experience in Supply Chain preferred
Licensure/Certification:
None required.
Additional Responsibilities:
Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times
Adheres to and exhibits our core values:
Reverence : Having a profound spirit of awe and respect for all creation, shaping relationships to self, to one another and to God and acknowledging that we hold in trust all that has been given to us.
Integrity : Moral wholeness, soundness, uprightness, honesty and sincerity as a basis of trustworthiness.
Compassion : Feeling with others, being one with others in their sorrows and joys, rooted in the sense of solidarity as members of the human community.
Excellence : Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintain quality.
Maintains confidentiality and protects sensitive data at all times
Adheres to organizational and department specific safety standards and guidelines
Works collaboratively and supports efforts of team members
Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community
Catholic Health Initiatives and its organizations are Equal Opportunity Employers.Administrative and Clerical

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