Administrative Assistant - General Administration

Billings Clinic•Billings, MT

2d•Onsite

About The Position

Billings Clinic is seeking an Administrative Assistant to provide administrative support for members of the Senior Leadership Team. This role is responsible for anticipating the needs of the Senior Leadership Team and ensuring preparedness in all areas by administering programs, projects, and/or processes to support key strategies, project facilitation, and prioritization. The Administrative Assistant will assist in the preparation and control of records, statistics, and reports regarding business operations and serve as a liaison with others inside and outside of the company. Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Billings Clinic is committed to being an inclusive and welcoming employer, that strives to be kind, safe, and courageous in all we do. As an equal opportunity employer, our policies and processes are designed to achieve fair and equitable treatment of all employees and job applicants. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, religion, sex, gender identity, sexual orientation, pregnancy, marital status, national origin, age, genetic information, military status, and/or disability. To ensure we provide an accessible candidate experience for prospective employees, please let us know if you need any accommodations during the recruitment process.

Requirements

Minimum 2 Year / Associates degree
Previous experience in healthcare Or an equivalent combination of education and experience will be considered as it relates to the above tasks, knowledge, skills and abilities

Responsibilities

Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations.
Meets all mandatory organizational and departmental requirements.
Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
Assists the Senior Leadership Team in various professional capacities on a daily basis, anticipating needs and ensures preparedness in all areas by administering programs, projects and or processes to support key strategies, project facilitation and prioritization.
Works with minimal supervision.
Takes appropriate action during the presence and absence of Senior Leadership Team members utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively, or are brought to the attention of a member of the Senior Leadership Team.
Assists in the preparation and control of records, statistics and reports regarding business operations.
May participate in various budgeting related activities.
Performs data gathering and analysis for coordination of various projects requiring independent judgment with minimal supervision.
Composes, drafts, and prepares correspondence, memorandums, and reports.
Coordinates special events, committee meetings, conferences, and/or retreats as appropriate.
Develops plans, budgets, presentations, arranges for speakers, arranges for CEUs, monitors invoices and expenses and maintains expenses within agreed upon budget, etc.
Coordinates and maintains appointment calendars, arranges meetings including preparation of meeting notices, agendas, and presentation materials, etc.
Takes notes and transcribes minutes for various administrative meetings.
May facilitate and coordinate bi-weekly payroll review and authorizations for Senior Leadership Team’s direct reports.
Answers multi-line telephone and screens incoming calls and assists caller whenever possible or directs to the appropriate individual or department as needed.
Develops and maintains effective office procedures and efficient work flow to include telephones, office reception, filing, copying, distribution of mail, and faxing documents.
Maintains confidential files and data.
Coordinates travel arrangements and itineraries for Billings Clinic staff members.
Responsible for arrangement, typing, distribution and maintenance/revision for all Billings Clinic administrative policies.
Coordinates with Billings Clinic management staff to revise polices.
Coordinates and facilitates all paperwork and information gathering for the annual performance appraisal for all direct reports.
Performs other duties as assigned or needed to meet the needs of the department/organization.