ADMINISTRATIVE ASSISTANT

Administrative Assistant

The Administrative Assistant provides physical coverage of the reception desk for the Administrative Suite answers/screens telephone calls and assists those individuals seeking audience with members of Administration concerning associates, Medical Staff, or external customer issues. This position supports and enhances the Senior Leadership by performing secretarial and minor executive duties for all Senior Leaders. Prepares and distributes meeting materials, transcribes materials through the use of a computer, and prepares and maintains contract and administrative files and participates in special projects under the leadership of Senior Leaders as assigned.

The Administrative Assistant Schedules meetings and maintain calendars for Senior Leaders. Schedule and maintain conference room calendar (Listach, Legacy, and Board Room). Assists as needed setting up audio or visual needs for meetings. Prepare PowerPoint presentations for Senior Leaders. Prepare requisition for refreshments for hospital meetings, as needed for Senior Leaders. Process vendor or agency invoices for payment for Senior Leaders. Assist in maintain vendor contracts for clinical and administrative files. Key and distribute letters, memos and announcements for Senior Leaders. Design flyers for Senior Leaders. Provides back-up support for the Executive Assistant.

The person in this position must demonstrate full support of Natchitoches Regional Medical Center's Mission through conduct consistent with the hospital's Core Values, and must use this position and job responsibilities as a means for integrating values into the work process and making positive contributions to the cultural climate in the following ways: using verbal and written communication skills to convey ideas in a positive, value-sensitive, people-respecting way; displaying an understanding of and a need for proper stewardship of hospital resources; responding to the needs of patients, colleagues, and supervisors by listening, understanding, and caring; respecting customers' needs by developing and maintaining participation as a team player; and by performing all job responsibilities in a manner that is sensitive to and supportive of the hospital's culturally diverse objectives. Performs other duties as needed or assigned.

Primary Responsibilities

• Administrative Support Duties: Provides primary clerical support for the Senior Leadership and department managers; prepares reports, graphs, letters, memos, etc.; handles routine correspondence; responds to telephone and visitor inquiries in a prompt, courteous manner, schedules appointments and meetings; maintains calendar; sorts mail; does research for special projects; performs other duties as assigned, and assists in maintaining general files
• Planning and Public Relations Duties: Makes travel arrangements, schedules meetings and registrations for the Senior Leaders as required; responds to calls and visits from patients, their families, and the public at large, determining the urgency of situations, offering appropriate referrals and informing appropriate Senior Leader or Department Manager accordingly.
• Promotion of Mission, Vision, and Core Values to Co-workers and Community: Participates in hospital and community projects for promotion of Natchitoches Regional Medical Center Mission, Vision, and Core Values to co-workers and the surrounding communities served by Natchitoches Regional Medical Center; incorporates standards of the Mission, Vision, and Core Values in all phases of work performed, giving consideration to each in the decision-making process utilized on projects both large and small.

Competencies

• Advanced secretarial skills.
• Knowledge of computers and computer programs such as Word, Excel, PowerPoint, etc.
• Ability to communicate effectively, both verbally and in writing.
• Ability to organize and prioritize job duties and special assignments.
• Ability to resolve routine problems and maintain confidential information.

Supervisory Responsibility None.

Requirements

• High school diploma required.
• Two years secretarial experience and public contact required.
• Must be able to type at least 60 wpm.