Executive Assistant and Medical Staff Coordinator

Lifepoint Health • Mayfield, KY

9d

About The Position

The Administrative Assistant and Medical Staff Coordinator provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned.

Requirements

• Associate Degree in Administrative Support, Office Management, or related experience preferred, High School, Required
• Three years of administrative experience, Required
• Excellent oral and written communication skills, with experience using Microsoft Office, Excel, Word, PowerPoint, Outlook, and TEAMS.
• Requires critical thinking skills, decisive judgement and the ability to work with minimal supervision.
• Must be able to work in a stressful environment and take appropriate action, according to facility Code of Conduct and Core Values.
• Must work closely with CEO, CNO, CFO, People Services Director, Department Managers, Board of Directors and Medical Staff.
• Ability to work normal business hours and overtime as needed.
• Verbal and written ability to give information and present ideas essential in administrative management, if requested.
• Familiarity with organization and functions of each hospital department.
• Ability to problem-solve effectively and handle stress in a positive manner.
• Maintain harmonious relationships with nursing personnel, medical staff, hospital administration, and all hospital departments.
• Demonstrates adequate problem solving skills
• Reading, writing, speech, hearing and visual acuity are necessary in order to perform job
• Extended periods of sitting at a desk/keyboard; bending and reaching in normal course of filing, data retrieval and occasional lifting
• Standing, sitting, walking, occasionally throughout the day
• May be required to lift up to 30 lbs.
• Requires good analytical and communication skills
• Requires minimal supervision
• Adheres to hospital and departmental policies
• Demonstrates consideration and respect toward others
• Willing and able to adjust work schedule, as reasonably necessary, to meet the needs of hospital and departmental schedules

Nice To Haves

• Previous experience on Lawson, Kronos, and Labor-lytics software preferred.

Responsibilities

• Responsible for fostering good relations in all encounters between customers, employees and patients.
• Maintain profound professional skills and ensures strict confidentiality.
• Composes, types, and transcribes correspondence, forms, reports, minutes, presentation materials and other written communications.
• Manages preparations for senior management and department director meetings, records minutes as needed
• Plans and completes special projects and assignments by the CEO, organizes Board and – Leadership group social events, retreats, as well as other requested activities.
• Prepare Administrative Call Schedule; complete applications for Hospital License, AHA annual survey, VHHA annual survey and any other documentation necessary for continued operations of the facility.
• Answer and screen calls for the CEO/CNO/CFO.
• Pick up and deliver mail for CEO/CNO/CFO; pen, read, sort and prioritize mail.
• Schedule and maintain appointment calendar for CEO.
• Order office supplies as needed for office equipment; execute work order(s) for repair of office equipment.
• Ensure that timecards and sheets are processed in a timely manner for administrative department.
• General knowledge of the Joint Commission standards within administrative department.
• Prepares materials, agendas, minutes, etc., for meetings and events as assigned. Takes minutes for each.
• Assists with Board of Trustee packets for monthly meetings. Schedules meetings and forwards to Board members, updating/revising as necessary. Communicates information from the CEO and the HSC timely to Board members. Works with HSC to assure Board of Trustee Bylaws are up to date.
• Forwards recommendations to the HSC contact that need DLP Joint Venture Board approval.
• Prepares materials for board meetings as requested. Coordinates with accountant for presentation of annual financials. Forwards invoices/applications to accountant for processing.
• Plans/coordinates special functions as requested.
• Coordinates with the HSC Recruitment Department to schedule executive level interviews.
• Assists with coordination of quarterly Town Hall meetings, including scheduling/setting up room, ordering food, purchasing prizes, final slide deck revisions, and employee notifications.
• Processes monthly invoice via P-card and renews quarterly subscription.
• Processes Kronos edit slips for administrative department.
• Maintains and coordinates the contract files for all entities and serves as the Administrator of the MediTract and Contract Collaborator systems. Notifies Executive Management and the appropriate Department Managers of contract termination dates and ensures that all contract renewals are completed timely.

Benefits

• Health (Medical, Dental, Vision) and 401K Benefits for full-time employees
• Competitive Paid Time Off
• Employee Assistance Program – mental, physical, and financial wellness assistance
• Tuition Reimbursement/Assistance for qualified applicants
• Excellent shift differentials, bonus potential for extra shifts, employee referral program
• Professional development opportunities including 100% reimbursement for LPN-to-RN bridge program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED