Senior Administrative Assistant

Job Description

Your experience matters

Los Alamos Medical Center is part of Lifepoint Health, a diversified healthcare delivery network with facilities coast to coast. We are driven by a profound commitment to prioritize your well-being so you can provide exceptional care to others. As a Senior Administrative Assistant, you're embracing a vital mission dedicated to making communities healthier. Join us on this meaningful journey where your skills, compassion and dedication will make a remarkable difference in the lives of those we serve.

How you'll contribute

A Senior Administrative Assistant who excels in this role:

• Provides administrative support to hospital leadership, including scheduling, meeting coordination, event planning, and other administrative duties as assigned.
• Fosters positive relationships in all interactions with patients, employees, customers, and visitors.
• Maintains the highest level of professionalism while ensuring strict confidentiality.
• Composes, types, and transcribes correspondence, forms, reports, meeting minutes, presentation materials, and other written communications.
• Coordinates and prepares for senior leadership and department director meetings, including recording meeting minutes as needed.
• Plans and completes special projects and assignments for the CEO, including organizing Board and Leadership retreats, social events, and other requested activities.
• Prepares the Administrative Call Schedule and completes applications and required documentation for the hospital license, AHA annual survey, VHHA annual survey, and other regulatory requirements necessary to support ongoing facility operations.
• Answers and screens telephone calls for the CEO, CNO, and CFO.
• Collects, distributes, opens, sorts, prioritizes, and delivers mail for the CEO, CNO, and CFO.
• Schedules and maintains the CEO's appointment calendar.
• Orders office supplies, coordinates maintenance and repairs for office equipment, and submits work orders as needed.
• Ensures administrative department timecards and timesheets are processed accurately and in a timely manner.
• Maintains a working knowledge of Joint Commission standards applicable to the administrative department.
• Prepares agendas, presentation materials, meeting minutes, and other documentation for meetings and events as assigned.
• Assists with the preparation and distribution of Board of Trustees meeting packets, schedules meetings, communicates updates to Board members, and maintains current Board of Trustees bylaws in coordination with the Health System Center (HSC).
• Forwards recommendations requiring DLP Joint Venture Board approval to the appropriate HSC contact.
• Prepares materials for Board meetings, coordinates with the accountant for the presentation of annual financial statements, and forwards invoices and applications for processing.
• Plans and coordinates special events and functions as requested.
• Partners with the HSC Recruitment Department to coordinate executive-level interviews.
• Assists with planning and coordinating quarterly Town Hall meetings, including scheduling meeting space, ordering food, purchasing employee prizes, updating presentation materials, and distributing employee communications.
• Processes monthly invoices using a P-Card and renews quarterly subscriptions.
• Processes Kronos edit slips for the administrative department.
• Maintains and coordinates contract files for all entities, serves as the system administrator for MediTract and Contract Collaborator, notifies executive leadership and department managers of upcoming contract expiration dates, and ensures all contract renewals are completed on time.

What we're looking for

Education:

• Associate Degree in Administrative Support, Office Management, or related experience preferred, High School Diploma required.

Work Experience:

• Three years of administrative experience is required.

Skills and Abilities:

• 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.
• Previous experience on Lawson, Kronos, and Laborlytics software preferred.
• 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.

Functional Demands:

• Demonstrates adequate problem-solving skills.
• Reading, writing, speech, hearing and visual acuity are necessary in order to perform the 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

Schedule: Full-time

Why join us

We believe that investing in our employees is the first step to providing excellent patient care. In addition to your base compensation, this position also offers:

• Comprehensive Benefits : Multiple levels of medical, dental and vision coverage for full-time and part-time employees.
• Financial Protection & PTO : Life, accident, critical illness, hospital indemnity insurance, short- and long-term disability, paid family leave and paid time off.
• Financial & Career Growth : Higher education and certification tuition assistance, loan assistance and 401(k) retirement package and company match.
• Employee Well-being : Mental, physical, and financial wellness programs (free gym memberships, virtual care appointments, mental health services and discount programs).
• Professional Development : Ongoing learning and career advancement opportunities.

More about Los Alamos Medical Center

Los Alamos Medical Center is a 47-bed acute care hospital that has been offering exceptional emergency care, surgical care, inpatient and outpatient services to the communities of Northern New Mexico for over 70 years. We have achieved an 'A' for our Leapfrog grade, have acquired Lifepoint Health NQP accreditation, Newsweek has named us a Top Hospital in New Mexico, and have been honored for our Lifepoint Health Diversity Program. We are proud of our work and patient care.

EEOC Statement

Los Alamos Medical Center is an Equal Opportunity Employer. Los Alamos Medical Center is committed to Equal Employment Opportunity for all applicants and employees and complies with all applicable laws prohibiting discrimination and harassment in employment.