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Cleveland Clinic


Weston, FL

Job Category
Health Care-Cleveland Clinic
Job Type

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Education Level

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Experience Level

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Job Ref #


Job Title

Adminstrative Assistant, CCHS Employees Only Job

Adminstrative Assistant

CCHS Employees Only
Reference Title
HR Use Only:
Hospital: Cleveland Clinic Florida
Department: Transplant Center
Job Code: 000254
Pay Grade: 10
Schedule: Full Time
Shift: Days
Hours: 8am-5pm
Job Details:

GENERAL SUMMARY: General office responsibilities in support of administration, including answering phones, scheduling meetings, handling correspondence, processing paperwork, maintaining payroll. Must work independently and have the ability to handle a wide variety of situations and conflicts requiring strong organizational skills and a high degree of confidentiality.


A. Education, Knowledge, Skills and Abilities

1. Ability to create correspondence

2. 1-2 yrs of college, preferably in Admin.

3. Typing proficiency 45-50 wpm with accuracy

4. Excellent interpersonal and written communication skills

5. Knowledge of Microsoft Word, Excel and Outlook

6. Excellent organizational skills

7. Ability to maintain confidentiality

8. Sensitivity and diplomacy in interactions with others

9. Good organizational skills.

10. Must be bilingual: English/Spanish, needs to speak fluently, read, and write in both languages.

B Required Length and Type of Experience

1. 3 – 5 years in Executive Secretarial position or support role.

2. Employee recommendation must be customer service oriented, both to internal and external customers. Employee will demonstrate empathy toward Cleveland Clinic Florida external customers in need of assistance, and be able to courteously and effectively diffuse and solve problems.

3. Working and/or knowledge of the administrative and clerical aspects of a medical group practice.

4. Background experience should include the ability to assess, plan, and implement systems and to problem solve.

5. Experienced with computer systems and software.

C. Required Licensure, Certification or Registry

1. None required


1. Reviews, computes, and submits weekly and bi-weekly payroll information as needed.

2. Monitors the work environment for safety violations or concerns.

3. Serves as role model for others in facilitating an environment for open communication and teamwork, and encouraging productive, high quality patient care.

4. Responds to inquiries or forwards to appropriate individuals. Researches patient complaints and forwards to appropriate person for their review and coordinates resolution with other staff members as needed.

5. Establishes and maintains open lines of communication with internal and external customers to effectively support service and programs.

6. Provides advice and interpretation on policies/procedures and regulations.

7. Responds to the needs of the department by accepting assignments that may or may not be related to the job’s primary responsibilities, to ensure the continuity of department services.

8. Develops call schedules and enter into electronic system.

9. Maintains employee files for International Department and processes employee related paperwork.

10. Distributes reports (i.e. wait list, appointments to be rescheduled, RVU’s, open encounter report) on a regular basis.

11. Maintains complete and up-to-date documentation and files at all times, including product and service quotes.

12. Responsible for maintaining utmost confidentiality on all records and information handled.

13. Carries out work assignments with minimal supervision and exhibits good judgment.

14. Coordinates meetings, attendees, and reserves meeting rooms. Takes and maintains records of minutes and distribute them accordingly.

15. Coordinates travel arrangements and prepares documentation for expense reimbursement.

16. Responsible for all incoming calls for the department, the courteous response to all customers and accurate recording of telephone messages.

17. Provides coverage for other support staff in Administration.

18. Responsible for maintaining and restocking of Departmental office supplies.

19. Maintain schedule for Boardroom and conference rooms.

20. Assist with the facilitation of new employee process (i.e. PAF, orientation packets and orientation itinerary).

21. Performs any other duties as assigned.

22. Distributes reports to the professional staff when instructed by the Administrator.

23. Provides assistance with the APR’s.

24. Responsible for managing the Administrators calendar.

Category: Clerical/Administrative Support

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