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Administrative Assistant - Full Time
This position is: Full Time
Position Location: Iberia Medical Center
       

The Administrative Assistant will be responsible for providing clerically based, executive level support to the Sr. Leaders of Iberia Medical Center.  This includes the Chief Executive Officer, Chief Financial Officer, Chief Nursing Officer and Chief Operations Officer.  The Assistant will have the ability to maintain a realistic balance among multiple priorities and will work independently on projects from conception to completion.  This role will also have the ability to work under pressure while handling a wide variety of activities.

  • Maintains strict confidentiality regarding all medical staff, patient, employee and administrative matters at all times

  • Maintains a positive, professional and cooperative impression on all visitors and staff

  • Manage phone calls to administration taking accurate detailed messages then routing to applicable party

  • Serves as bridge of communication and liaison for internal departments, i.e.; managers, physicians, board members and with external visitors to Administration

  • Act as patient advocate for administration, compiling and routing all required information that presents in the administrative office or via phone call utilizing established IMC protocol

  • Provides a wide range of support including:  composing and editing letters/memos, presentations, agendas, admin on-call schedules

  • Prepare 1st drafts of correspondence requiring review and signature

  • Coordinate & schedule meetings both within and outside the facility exercising discretion   in the time commitment of Sr. Leaders

  • Coordinate travel arrangement for Sr. Leaders to include registrations, hotel accommodations, and all required materials to complete travel package

  • Attends and records minutes of meetings, as required and compiles all meeting materials required for distribution.  Meetings include:  Board of Commissioners, Finance Committee, Management Council, Nurse Leaders, Rural Health, and Compliance Committee

  • Prioritize daily work load to accommodate the needs of Sr. Team, handles matters expeditiously, proactively and follows through on projects to successful completion, often with tight deadlines

  • Develops, implements and administers departmental office systems and procedures.  Establishing and maintaining electronic and physical files that include contracts and leases

  • Prepare agreements, leases, contracts and amendments utilizing established templates            

  • Support Secretary of the Board of Commissioners in tracking board member attendance, board members terms in office and new board member orientations

  • Establish professional and courteous relationships with Iberia Parish Government (Council & Parish President’s office), Daily Iberian, Iberia Parish District Attorney’s office, and Legal representative of the hospital

  • Board support to include advance distribution of meeting materials, travel arrangements, and CEO approved Board communications etc.

  • Familiar with healthcare regulatory entities i.e.;  The Joint Commission, Louisiana Department of Health, Hospital Service District

  • Purchase and maintain office supply inventory

  • Special assignments and other duties as required

IND 001        
Requirements:   

Requirements:

Exempt position

 

Workers Supervised: 

N/A

 

Supervised by: 

Chief Executive Officer

 

 

EDUCATION/TRAINING/EXPERIENCE: 

  • High school degree required; Completion of job-related college course work in secretarial science or business administration preferred

  • Minimum of 5 years’ experience at the executive and administrative level preferred.

  • Typing skills of at least 60 WPM required

  • Ability to take and transcribe dictation from shorthand notes or recording accurately.

  • A thorough knowledge of correct English usage, grammar, spelling, vocabulary and punctuation is required. Expert level of written and verbal communication skills required

  • Computer experience required. Intermediate to advanced knowledge of Microsoft Office products i.e. Word, Excel, PowerPoint, Outlook Email and Outlook Calendar

  • Ability to compose clear and concise correspondence independently from oral and/or written instructions

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly

  • Demonstrate proactive approaches to problem-solving with strong decision-making capability

  • Highly resourceful team-player, with the ability to also be extremely effective as independently

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

  • Forward looking thinker, who actively seeks opportunities and proposes solutions

  • Demonstrates excellent attention to detail


Send application/resume to hr@iberiamedicalcenter.com     




 

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