Administrative Assistant – Administration

About the Role

Provides administrative support to the Senior Leadership team including CEO, COO, CFO, and CNO, members of the Board of Directors, medical staff, and ensures the efficient and effective operations of the Administrative Office. This is a full-time position (30–40 hours per week).

Responsibilities

• Relieves Executive Assistant/Office Manager/Senior Leadership of routine matters within the scope of authority of the position, or as directed.
• First point of contact to greet staff and visitors in the administrative office with a focus on customer service.
• Types correspondence, reports, and related documents for the Board of Trustees, Chief Executive Officer, and Senior Leadership.
• Organizes, files, and maintains departmental files in a structured manner for easy access by the senior leadership team; tracks due dates of essential correspondences (e.g., state licenses) and manages to completion.
• Maintains Board Policies and Procedures, including bylaws, directory of directors, and board minutes.
• Prepares materials required for monthly meetings of the Board of Trustees and ensures timely delivery to board members.
• Maintains electronic board packets; attends meetings of the Board of Trustees, District Board Meeting, and Finance Committee meetings as needed.
• Prepares agenda items, provides notice to attendees, records minutes, and maintains files for historical records.
• Collects data and prepares various administrative reports, including annual hospital, care center, and assisted living license applications.
• Maintains appointment calendars for designated administrators and informs senior leadership of schedules, meetings, appointments, and due dates.
• Assists in coordinating the use of meeting rooms and facilities at PVHC and other locations for meetings and events.
• Screens incoming calls, provides customer service, redirects callers when appropriate, and takes messages.
• Collects and distributes mail to members of the administrative office or redirects to other departments as needed.
• Acts as a resource for the senior leadership team in the operation of applicable software used to manage processes and documents.
• Processes invoices for payment, including paper, electronic, credit card, or other invoices as required.
• Maintains the facility providers on-call calendar for emergency department, hospitalist, OB/GYN, midwifery, and PEDS, and distributes accordingly.
• Maintains office supplies inventory (e.g., water, tissue, masks, hand sanitizer) and ensures a clutter-free working environment.
• Other duties as assigned.

Requirements

• Associate’s degree or 2-year degree program in business preferred.
• 2 to 5 years’ experience providing administrative support to an executive, preferably in a healthcare setting.
• Medical terminology experience (preferred).
• Proficient typing and computer skills, including Microsoft Office and Excel.

Skills and Abilities

• Detail-oriented and accurate.
• Effective communication in a clear voice and with clear instructions in a fast-paced office setting.
• Strong interpersonal skills and ability to maintain composure in stressful situations.
• Ability to take accurate notes and proofread documents.
• Strong confidentiality practices.
• Ability to prepare, schedule, and manage itineraries and travel arrangements for recruitment, CME, and other business-related travel.
• Proficiency in operating office equipment (e.g., computers, copy machines, fax machines, ten-key).
• Ability to learn organization-specific software.

Physical Demands

• Regularly lifts or moves objects weighing 10–50 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, and depth perception.
• Frequent reaching, handling, feeling, talking, hearing, stooping, bending, and crouching.
• Works with equipment and may be subject to inside and outside weather conditions.
• Exposure to blood and body fluids, moving mechanical parts, electrical shock, burns, radiant energy, explosives, toxic chemicals, and biological agents.

Benefits

• Health, dental, and vision insurance.
• Life insurance.
• Long-term disability coverage.
• Paid Time Off (PTO): New employees accrue up to 20 days in their first calendar year.
• Extended Illness Bank (EIB): Accrued sick leave.
• Nine paid holidays, including two personal holidays.
• Tuition Savings Plan.
• Opportunities to cash out PTO for personal use, student loan payments, or in-house medical bills.
• Tuition reimbursement: Up to $5,000 per year.
• Fun to be Fit program and Club Dauntless Membership Discount.
• HRA – Flex spending accounts.