Senior Administrative Assistant

Lifepoint Health • Hot Springs, AR

6d • Onsite

About The Position

The Senior Administrative Assistant provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned. This role is responsible for fostering good relations in all encounters between customers, employees, and patients, maintaining profound professional skills, and ensuring strict confidentiality. The position involves composing, typing, and transcribing correspondence, forms, reports, minutes, and presentation materials. It also includes managing preparations for senior management and department director meetings, planning and completing special projects and assignments for the CFO and COO, and organizing Board and Leadership group social events and retreats. The Senior Administrative Assistant will also prepare the Administrative Call Schedule, complete necessary documentation for facility operations, answer and screen calls for executives, manage mail, and order office supplies. Additionally, this role ensures timely processing of timecards, assists with vendor payment research, demonstrates general knowledge of Joint Commission standards within the administrative department, prepares meeting materials, and coordinates executive-level interviews and quarterly Town Hall meetings.

Requirements

• 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, COO, People Services Director, Department Managers, Board of Directors and Medical Staff.
• Ability to work normal business hours and overtime as needed.
• Maintain harmonious relationships with nursing personnel, medical staff, hospital administration, and all hospital departments.
• High School Diploma or GED.

Nice To Haves

• Associate’s degree preferred.
• Previous administrative experience preferred.
• Previous experience on Oracle, UKG, and Laborlytics software preferred.

Responsibilities

• 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 CFO and COO, 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, insurance credentialling and any other documentation necessary for continued operations of the facility.
• Answer and screen calls for the CEO/CNO/COO/CFO.
• Pick up and deliver mail for CEO/CNO/COO/CFO; pen, read, sort and prioritize mail.
• Schedule and maintain appointment calendar for CFO and COO.
• 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.
• Assist with vendor payment research.
• 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.
• 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.
• Position serves both internal co-workers and external customers, clients, and contractors.
• Access to and/or works with sensitive and/or confidential information.
• Perform other duties as assigned.

Benefits

• Health (Medical, Dental, Vision) and 401K Benefits for full-time employees
• Competitive Paid Time Off / Extended Illness Bank package for full-time employees
• Short-term and Long-term disability 100% paid for by the company
• Employee Assistance Program – mental, physical, and financial wellness assistance
• Loan repayment, tuition reimbursement and scholarship opportunities for qualified candidates
• Professional development opportunities, apprenticeship programs, and certification assistance

What This Job Offers

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