Senior Administrative Assistant
Senior Administrative Assistant
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Job Description
Canyon Vista Medical Center
Job Title: Senior Administrative Assistant
Job Type:Full-Time
Who We Are:
People are our passion and purpose. Come work where you are appreciated for who you are not just what you can do. Canyon Vista Medical Center is a 106 bed Joint Commission Accredited offering a number of specialty services. We are proud to serve our community with a Level III Trauma unit Center of Excellence for Total Joint Replacement Level I Nursery American College of Radiology Accredited Facility as well as many other state of the art services to ensure our patients are cared for.
Where We Are:
Sierra Vista Arizona is a flourishing city located 75 miles southeast of Tucson. Thanks to our year-round temperate climate affordable housing low cost of living access to healthcare and education facilities not to mention the breathtaking natural beauty of majestic mountain ranges and the San Pedro River and outdoor activities Cochise County residents enjoy an excellent quality of life.
Why Choose Us:
- 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
- And much more
Job Summary
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
Job Requirements
Minimum Education
- Associate Degree in Administrative Support Office Management or related experience preferred
- High School Diploma preferred
- Three years of administrative experience required
Required Skills
- 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
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
EEOC Statement:
Canyon Vista Medical Center is committed to providing Equal Employment Opportunities for all applicants and employees and complies with all applicable laws prohibiting discrimination against any employee or applicant for employment because of color race sex age religion national origin disability genetic information gender identity sexual orientation veterans status or any other basis protected by applicable federal state or local law.
Required Experience:
Senior IC
Employment Type
Full-Time
