Administrative Assistant at St. Tammany Health System in Covington, LA

Job description

• Scheduled Weekly Hours: 40
• WORK SHIFT: Monday - Friday: 8:00a - 4:30p (6:30a - 3:00p one to two days per month)
• Duties include receiving and distributing all administration mail and packages, greeting visitors in a professional, courteous and timely manner, announcing and/or directing them to proper personnel or meeting room. Take messages and provide basic information as required and provide information to callers and visitors. Operate phone console to receive calls and refer to appropriate persons. Ability to re-organize workload to meet deadlines and to tolerate interruptions required. Perform various clerical duties as time allows and other related administrative support as assigned.
• Build TMS data sources, PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports, custom dashboards and cross train in PBX Operations. Provide secretarial and administrative support to the AVP of Support Services, Directors and Managers in the Support Services Departments. This position is highly administrative and managing multiple leaders’ calendars at one time will be common. Maintain revisions to departmental policies and procedures. Act as scribe with regulatory visits and other meetings. Maintains all Emergency Management documentation and files in accordance with Joint Commission and Hospital Policies and Procedures. Review for accuracy and submit for approval utility invoices and credit card expenses. Maintain confidential information in accordance with STHS policy.

Responsibilities

• Receiving and distributing all administration mail and packages, greeting visitors in a professional, courteous and timely manner, announcing and/or directing them to proper personnel or meeting room.
• Take messages and provide basic information as required and provide information to callers and visitors.
• Operate phone console to receive calls and refer to appropriate persons.
• Ability to re-organize workload to meet deadlines and to tolerate interruptions required.
• Perform various clerical duties as time allows and other related administrative support as assigned.
• Build TMS data sources, PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports, custom dashboards and cross train in PBX Operations.
• Provide secretarial and administrative support to the AVP of Support Services, Directors and Managers in the Support Services Departments.
• This position is highly administrative and managing multiple leaders’ calendars at one time will be common.
• Maintain revisions to departmental policies and procedures.
• Act as scribe with regulatory visits and other meetings.
• Maintains all Emergency Management documentation and files in accordance with Joint Commission and Hospital Policies and Procedures.
• Review for accuracy and submit for approval utility invoices and credit card expenses.
• Maintain confidential information in accordance with STHS policy.

Requirements

• High school graduate or equivalent & three years of experience in clerical and administrative duties with minimum direct supervision. Must have knowledge of general office procedures, advanced experience in Microsoft Outlook, Microsoft Word & Microsoft Excel. Ability to operate office equipment including copier, fax machine, etc., and ability to type memos, correspondence, reports, and other documents. Experience in taking formal minutes preferred.
• High school graduate or equivalent.
• Three (3) years of experience in clerical and administrative duties with minimum direct supervision.
• Must have knowledge of general office procedures, advanced experience in Microsoft Outlook, Microsoft Word & Microsoft Excel.
• Ability to operate office equipment including copier, fax machine, etc., and ability to type memos, correspondence, reports, and other documents.
• Must possess the necessary discretion to deal with confidential information, have the ability to establish and maintain rapport with all levels of hospital colleagues, visitors and patients.
• Must be able to think quickly, often solving problems that arise.
• Attention to details, and excellent organization skills with the ability to meet deadlines and multi-task.
• Ability to plan, prioritize and organize effectively.
• Must possess a clear speaking voice and a professional appearance and attitude.
• Excellent interpersonal and communication skills including the ability to communicate both orally and in writing in a clear manner using appropriate grammar and spelling.
• Experience in taking formal minutes preferred.

Skills

Required

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• General office procedures
• Discretion with confidential information
• Interpersonal and communication skills
• Organization and multi-tasking
• Planning, prioritizing, and organizing
• Clear speaking voice
• Professional appearance and attitude

Preferred

• Experience in taking formal minutes