Arizona Staffing
Senior Administrative Assistant
Arizona Staffing, Sierra Vista, Arizona, United States, 85635
Senior Administrative Assistant
The Senior Administrative Assistant provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned. Reports to: Chief Executive Officer (CEO) FLSA Status: Non-Exempt Essential Functions: Responsible for fostering good relations in all encounters between customers, employees, and patients Maintain profound professional skills and ensure strict confidentiality Compose, type, and transcribe correspondence, forms, reports, minutes, presentation materials, and other written communications Manage preparations for senior management and department director meetings; record minutes as needed Plan and complete special projects and assignments by the CEO; organize Board and Leadership group social events, retreats, and other requested activities Prepare Administrative Call Schedule; complete applications for Hospital License, AHA annual survey, VHHA annual survey, and 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; open, read, sort, and prioritize mail Schedule and maintain appointment calendar for CEO Order office supplies as needed for office equipment; execute work orders for repair of office equipment Ensure that timecards and sheets are processed in a timely manner for the administrative department Maintain general knowledge of the Joint Commission standards within administrative department Prepare materials, agendas, minutes, etc., for meetings and events as assigned; take minutes for each Assist with Board of Trustee packets for monthly meetings: schedule meetings, forward to Board members, update/revise as necessary, and communicate information from the CEO and HSC timely to Board members Work with HSC to ensure Board of Trustee Bylaws are up to date Forward recommendations to the HSC contact that need DLP Joint Venture Board approval Prepare materials for board meetings as requested; coordinate with the accountant for presentation of annual financials; forward invoices/applications to accountant for processing Plan/coordinate special functions as requested Coordinate with HSC Recruitment Department to schedule executive-level interviews Assist with coordination of quarterly Town Hall meetings, including scheduling/setting up room, ordering food, purchasing prizes, final slide deck revisions, and employee notifications Process monthly invoice via P-card and renew quarterly subscription Process Kronos edit slips for administrative department Maintain and coordinate the contract files for all entities; serve as Administrator of the MediTract and Contract Collaborator systems Notify Executive Management and Department Managers of contract termination dates and ensure all contract renewals are completed timely Functional Demands: 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
The Senior Administrative Assistant provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned. Reports to: Chief Executive Officer (CEO) FLSA Status: Non-Exempt Essential Functions: Responsible for fostering good relations in all encounters between customers, employees, and patients Maintain profound professional skills and ensure strict confidentiality Compose, type, and transcribe correspondence, forms, reports, minutes, presentation materials, and other written communications Manage preparations for senior management and department director meetings; record minutes as needed Plan and complete special projects and assignments by the CEO; organize Board and Leadership group social events, retreats, and other requested activities Prepare Administrative Call Schedule; complete applications for Hospital License, AHA annual survey, VHHA annual survey, and 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; open, read, sort, and prioritize mail Schedule and maintain appointment calendar for CEO Order office supplies as needed for office equipment; execute work orders for repair of office equipment Ensure that timecards and sheets are processed in a timely manner for the administrative department Maintain general knowledge of the Joint Commission standards within administrative department Prepare materials, agendas, minutes, etc., for meetings and events as assigned; take minutes for each Assist with Board of Trustee packets for monthly meetings: schedule meetings, forward to Board members, update/revise as necessary, and communicate information from the CEO and HSC timely to Board members Work with HSC to ensure Board of Trustee Bylaws are up to date Forward recommendations to the HSC contact that need DLP Joint Venture Board approval Prepare materials for board meetings as requested; coordinate with the accountant for presentation of annual financials; forward invoices/applications to accountant for processing Plan/coordinate special functions as requested Coordinate with HSC Recruitment Department to schedule executive-level interviews Assist with coordination of quarterly Town Hall meetings, including scheduling/setting up room, ordering food, purchasing prizes, final slide deck revisions, and employee notifications Process monthly invoice via P-card and renew quarterly subscription Process Kronos edit slips for administrative department Maintain and coordinate the contract files for all entities; serve as Administrator of the MediTract and Contract Collaborator systems Notify Executive Management and Department Managers of contract termination dates and ensure all contract renewals are completed timely Functional Demands: 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