Senior Administrative Assistant

Trios Health

Job Title: Senior Administrative Assistant
Job Type: PRN (as needed)

Reports to: Chief Executive Officer (CEO)

FLSA: Non-exempt

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. Trios Health anchored by Trios Southridge Hospital offers a lifetime of care across a broad spectrum of healthcare specialties and fact weve built what has become one of Eastern Washingtons largest multi-specialty medical groups.

Where We Are:

Positioned in the heart of Washington wine and agriculture country the Tri-Cities area is known for a plethora of sunshine and four predominantly mild seasons. The three major rivers multiple nearby mountain ranges and beautiful sun-soaked valleys offer endless natural beauty and year-round outdoor recreational opportunities.

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

• Comprehensive Benefits:Multiple levels of medical dental and vision coverage for full-time andpart-time employees.
• Financial Protection & PTO:Life accident critical illness hospital indemnity insurance short- and long-term disability paid family leave and a minimum of 10 days of paid time off per year (for full time employees) as well as 8 paid holidays per year.
• 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.

Position 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.

Essential Functions:

• Responsible for 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 CEO 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 VHHA annual survey and any 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; pen read sort and prioritize mail.
• Schedule and maintain appointment calendar for CEO.
• 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.
• 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.
• Assists with Board of Trustee packets for monthly meetings. Schedules meetings and forwards to Board members updating/revising as necessary.
• Communicates information from the CEO and the HSC timely to Board members. Works with HSC to assure Board of Trustee Bylaws are up to date.
• Forwards recommendations to the HSC contact that need DLP Joint Venture Board approval.
• Prepares materials for board meetings as requested. Coordinates with accountant for presentation of annual financials. Forwards invoices/applications to accountant for processing.
• Plans/coordinates special functions as requested.
• 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.
• Processes monthly invoice via P-card and renews quarterly subscription.
• Processes Kronos edit slips for administrative department.
• Maintains and coordinates the contract files for all entities and serves as the Administrator of the MediTract and Contract Collaborator systems. Notifies
• Executive Management and the appropriate Department Managers of contract termination dates and ensures that all contract renewals are completed timely.
  

Functional Demands

• Demonstrates adequate problem-solving skills
• Reading writing speech hearing and visual acuity are necessary 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

Minimum Qualifications

Education:

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

Experience:

• Three years of administrative experience 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.
  

EEOC Statement:

Trios Health 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.