Admin Assistant

Phelps Health•Rolla, MO

12d•Onsite

About The Position

Phelps Health is a 2000-employee-strong hospital and healthcare system serving the heart of small-town Missouri. No matter where you start with us, we’re committed to taking our team to the top. If you’re ready for the challenge of providing life-saving care or supporting those who do, read on to find your fit in the Phelps Health family. General Summary The Executive Assistant is responsible to perform a wide variety of clerical functions and general office duties under the general supervision of the Executive Assistant to CEO/SVP. Essential Duties and Responsibilities Answering phone calls and directing the caller to the appropriate personnel, department or voicemail to ensure all calls are addressed. Records and distributes messages as needed. Welcomes and greets on-site visitors or customers in a professional manner; determining the nature of business and notifying visitors to appropriate personnel. Maintains calendar commitments for department Executive Directors and SVP’s by coordinating and scheduling appointments and meetings as needed. Collects, distributes and prioritizes mail. Prepares communications such as memos, emails, invoices, reports and other correspondence. Create and maintain filing systems both electronic and physical. Collects and reports data as requested. Meeting deadlines as set. Attends meetings, records, transcribes, and distributes minutes to attendees and other designated team members Protects operations by keeping information confidential. Provides back up support to Executive Assistant to the CEO/SVP in ways that optimize operations. Education High School diploma or equivalent required. Work Experience Two or more years of relevant experience in a professional office setting required. Administrative or clerical role preferred. Excellent organizational skills, ability to prioritize, and work independently. Exceptional oral and written communication skills, including strong spelling, grammar, and punctuation. Strong attention to detail. Working knowledge of Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel. Ability to operate general office equipment. Mental/Physical Requirements Considerable mental concentration for sustained periods of time on variable operations. Ability to process and interpret diverse information. Standing, walking, sitting, lifting, turning carrying, pushing, pulling, stooping, crouching, twisting and reaching are required. Working Conditions Standard office conditions. At Phelps Health, we think we have a better team, benefits, and opportunities for growth than anyone else around, and we invite you to see for yourself! Apply now to join us on our mission in health care. Phelps Health serves over 200,000 residents in south-central Missouri. Phelps Health is county-owned, non-tax supported and is overseen by a five-member elected board. Phelps Health employs more than 1,900 people, including 100-plus providers. Phelps Health, which includes a hospital licensed for 240 patient beds, serves a six-county area, with its main campus and several clinics located in Rolla, Missouri. Phelps Health also has clinics in Salem, St. James, Vienna and Waynesville, Missouri.

Requirements

High School diploma or equivalent required.
Two or more years of relevant experience in a professional office setting required.
Excellent organizational skills, ability to prioritize, and work independently.
Exceptional oral and written communication skills, including strong spelling, grammar, and punctuation.
Strong attention to detail.
Working knowledge of Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
Ability to operate general office equipment.
Considerable mental concentration for sustained periods of time on variable operations.
Ability to process and interpret diverse information.
Standing, walking, sitting, lifting, turning carrying, pushing, pulling, stooping, crouching, twisting and reaching are required.

Nice To Haves

Administrative or clerical role preferred.

Responsibilities

Answering phone calls and directing the caller to the appropriate personnel, department or voicemail to ensure all calls are addressed.
Records and distributes messages as needed.
Welcomes and greets on-site visitors or customers in a professional manner; determining the nature of business and notifying visitors to appropriate personnel.
Maintains calendar commitments for department Executive Directors and SVP’s by coordinating and scheduling appointments and meetings as needed.
Collects, distributes and prioritizes mail.
Prepares communications such as memos, emails, invoices, reports and other correspondence.
Create and maintain filing systems both electronic and physical.
Collects and reports data as requested.
Meeting deadlines as set.
Attends meetings, records, transcribes, and distributes minutes to attendees and other designated team members
Protects operations by keeping information confidential.
Provides back up support to Executive Assistant to the CEO/SVP in ways that optimize operations.