Administrative Assistant - FULLTIME

Iberia Medical Center•New Iberia, LA

About The Position

The Administrative Assistant will be responsible for providing clerically based, executive level support to the Sr. Leaders of Iberia Medical Center. This includes the Chief Executive Officer, Chief Nursing Officer and Chief Operations Officer. The Assistant will have the ability to maintain a realistic balance among multiple priorities and will work independently on projects from conception to completion. This role will also have the ability to work under pressure while handling a wide variety of activities. Maintains strict confidentiality regarding all medical staff, patient, employee and administrative matters at all times Maintains a positive, professional and cooperative impression on all visitors and staff Manage phone calls to administration taking accurate detailed messages then routing to applicable party Serves as bridge of communication and liaison for internal departments, i.e.; managers, physicians, board members and with external visitors to Administration Act as patient advocate for administration, compiling and routing all required information that presents in the administrative office or via phone call utilizing established IMC protocol Provides a wide range of support including: composing and editing letters/memos, presentations, agendas, admin on-call schedules Prepare 1st drafts of correspondence requiring review and signature Coordinate & schedule meetings both within and outside the facility exercising discretion in the time commitment of Sr. Leaders Coordinate travel arrangement for Sr. Leaders to include registrations, hotel accommodations, and all required materials to complete travel package Health, and Compliance Committee Prioritize daily work load to accommodate the needs of Sr. Team, handles matters expeditiously, proactively and follows through on projects to successful completion, often with tight deadlines Process expense reimbursements for Sr. Leaders Process pay apps for construction projects Develops, implements and administers departmental office systems and procedures. Establishing and maintaining electronic and physical files that include contracts and leases Prepare agreements, leases, contracts and amendments utilizing established templates Support Secretary of the Board of Commissioners in tracking board member attendance, board members terms in office and new board member orientations Establish professional and courteous relationships with Iberia Parish Government (Council & Parish President’s office), Daily Iberian, Iberia Parish District Attorney’s office, and Legal representative of the hospital Board support to include advance distribution of meeting materials, travel arrangements, and CEO approved Board communications etc. Familiar with healthcare regulatory entities i.e.; The Joint Commission, Louisiana Department of Health, Hospital Service District Purchase and maintain office supply inventory Special assignments and other duties as required

Requirements

High school degree required
Typing skills of at least 60 WPM required
Ability to take and transcribe dictation from shorthand notes or recording accurately
A thorough knowledge of correct English usage, grammar, spelling, vocabulary and punctuation is required
Expert level of written and verbal communication skills required
Computer experience required. Intermediate to advanced knowledge of Microsoft Office products i.e. Word, Excel, PowerPoint, Outlook Email and Outlook Calendar
Ability to compose clear and concise correspondence independently from oral and/or written instructions
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
Demonstrate proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective as independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Demonstrates excellent attention to detail

Nice To Haves

Completion of job-related college course work in secretarial science or business administration preferred
Minimum of 5 years’ experience at the executive and administrative level preferred
Familiar with healthcare regulatory entities i.e.; The Joint Commission, Louisiana Department of Health, Hospital Service District

Responsibilities

Providing clerically based, executive level support to the Sr. Leaders
Maintaining a realistic balance among multiple priorities
Working independently on projects from conception to completion
Handling a wide variety of activities
Maintaining strict confidentiality
Maintaining a positive, professional and cooperative impression
Managing phone calls to administration
Serving as bridge of communication and liaison for internal departments
Acting as patient advocate for administration
Composing and editing letters/memos, presentations, agendas, admin on-call schedules
Preparing 1st drafts of correspondence requiring review and signature
Coordinating & scheduling meetings both within and outside the facility
Coordinating travel arrangement for Sr. Leaders
Prioritizing daily work load
Processing expense reimbursements for Sr. Leaders
Processing pay apps for construction projects
Developing, implementing and administering departmental office systems and procedures
Establishing and maintaining electronic and physical files that include contracts and leases
Preparing agreements, leases, contracts and amendments utilizing established templates
Supporting Secretary of the Board of Commissioners
Establishing professional and courteous relationships with Iberia Parish Government
Board support
Purchasing and maintaining office supply inventory
Special assignments and other duties as required