Executive Administrative Assistant

Hays Medical Center•Larned, KS

2d•$17 - $25•Onsite

About The Position

Performs clerical duties including but not limited to answering phones, correspondence, filing, copying, scanning, receiving and distributing mail and maintains calendar for management; manages and maintains policies and procedures to maintain standards and regulatory requirements; manages and maintains personnel timekeeping; schedules or reserves Pawnee Valley Community Hospital's (PVCH) travel and makes lodging arrangements and reserves rental cars. Manages credentials and privileging of medical staff.

Requirements

Must be able to work independently and in a fast-paced environment.
Strong verbal and written communications skills; efficient in computer software operations, good organizational skills, and the ability to promote shared decision making, and professional autonomy.
Three to five years of clerical experience.

Nice To Haves

Associate degree in business administration or a related field.
Five or more years of experience.

Responsibilities

Assists in receiving requests for travel and lodging; researching best options for cost and convenience; providing requestor with options; reserving chosen travel and lodging option; reserving conference registrations if requested; providing confirmation documentation to requestor.
Manages logging, documenting, expenses, and arranges for travel and lodging; maintaining airline and lodging rebate program; and managing and maintaining car rental calendar.
Receives request for new cellular service; places order requests; receives and reviews phone invoice; identifies and reports chargeable items to billing; disputes discrepancies with vendor; and prepares and sends check request for payment.
Manages and maintains facility credentialing files.
Receives and reviews requests for contracts; completes application forms; submits completed applications for legal review; obtains the necessary signatures on approved contracts; documents and logs approved contracts; and sends copies of approved contracts to HaysMed.
Manages invoices, receipts, and check requests.
Manages hospital credit cards.
Receives/distributes mail, answers phones, screen and directs caller's retrieves records from storage; and maintains reception/waiting area.
Assists in managing and maintaining the tracking, approval and archiving of the hospital's policy and procedure database by creating, revising and renewing; performs administrative level functions of the software; and educates staff on the policy and procedure process.
Manages and maintains personnel timekeeping of Administrator's direct reports.
Manages room scheduling.
Assists HayMed's medical staff office with management of PVCH medical staff.
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Answering phones and routing calls to the correct person or taking messages.
Accurately recording minutes from meetings.
Assists with foundation events.
Provides positive leadership by an environment of teamwork, open communication and customer service.
Assists in managing policies and work instructions for compliance with regulatory standards and to improve the overall operation of the facility.
Prepares necessary documents, minutes, written correspondence, copying and scanning of various documents.
Assists with Culture Committee and Human Resources events and activities as requested by Culture Committee and the H.R. Director.