Administrative Assistant

Company: Community Hospital
Location: Grand Junction
Posted on: November 29, 2019

Job Description:

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. Community Hospital reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.)1. Responsible for the overall operations of Administration reception area.

• a. Using exceptional interpersonal skills, greets and directs visitors to appropriate area or person.
• b. Using professional communication skills, screens incoming calls and correspondence and responds independently when possible. Maintains internal phone list for hospital.
• c. Maintains and coordinates hospital conference room schedules, calendars, and updates to meeting organizers as requested. Coordinates schedules, meeting and catering needs for meetings as well as directors/senior management as requested.
• d. Maintains and coordinates yearly hospital meeting room schedule for recurring meetings and prepares and publishes a recurring meeting calendar.2. Performs administrative support functions.
  • a. Organizes and maintains a file system and files and completes correspondence as requested.
  • b. Maintains inventory of and ordering of office supplies for Administration as well as other areas as requested.
  • c. Assists in copying, faxing, scanning and office organization.
  • d. Attends and takes minutes as assigned. Creates and edits monthly agenda and completes other meeting preparation as needed.3. Responsible for travel for the organization:
    • a. Maintains and coordinates, schedules and makes all travel arrangements for entire organization
    • b. Registers employees for conferences
    • c. Arranges reservations for transportation, hotels, car rental or shuttle services
    • d. Prepares travel packet for employee prior to departure
    • e. Maintains and reconciles travel credit card charges
    • f. Tracks CME expenditures for employed physicians and providers4. Provides administrative support to the Chief Compliance Officer.
      • a. Maintains and coordinates calendar and provides telephone support; coordinates meetings as necessary.
      • b. Assists in maintaining project lists, and updates as directed.
      • c. Produces complex reports, tables, and packages as needed related to Compliance projects and committee meetings, including agenda, minutes, and board report.
      • d. Attends task force meetings and closed meetings as directed and takes notes on behalf of CCO.
      • e. Maintains Compliance files, inclusive of development, organizations and reference cataloging. Maintains investigatory files.
      • f. Assists with annual compliance training, including scheduling, tracking and preparation of materials.
      • g. Performs miscellaneous tasks, including narcotics tracking, managing publications and memberships, and processing invoices.
      • h. Provides administrative assistance to CCO team members, including, but not limited to, maintenance of restraint tracking logs, meeting minutes, maintenance of record of meetings, and meeting preparations.
      • i. Research, as requested. This may include compliance regulations, legal cases, healthcare laws, etc.
      • j. Follows with hospital staff as directed for project deliverables and report updates.
      • k. Maintains a filing system for the CCO. l. Supports the CCO in day-to-day operations to include communication, reports, logs, and management of daily tasks. Prepares agenda and other items required for meetings. Anticipates the items needed for meetings and other daily areas of responsibility for the CCO and prepares and assists in the preparation of those items. Attends meetings and takes minutes.5. Provides administrative support to the COO/CNO.
        • a. Maintains and coordinates calendar and provides telephone support; coordinates meetings as necessary.
        • b. Assists in maintaining project lists, and updates as directed.
        • c. Produces complex reports, tables, and packages as needed related to projects and meetings, including agenda, minutes, and board report.
        • d. Attends meetings as directed and takes notes on behalf of COO/CNO.
        • e. Assists with training, including scheduling, tracking and preparation of materials.
        • f. Performs miscellaneous tasks, including tracking, managing publications and memberships, and processing invoices.
        • g. Provides administrative assistance to COOCNO team members, including, but not limited to, maintenance of tracking logs, meeting minutes, maintenance of record of meetings, and meeting preparations.
        • h. Follows with hospital staff as directed for project deliverables and report updates.
        • i. Maintains a filing system for the COO/CNO.
        • j. Supports the COO/CNO in day-to-day operations to include communication, reports, logs, and management of daily tasks. Prepares agenda and other items required for meetings. Anticipates the items needed for meetings and other daily areas of responsibility for the COO/CNO and prepares and assists in the preparation of those items. Attends meetings and takes minutes.
        • k. Research, as requested. This may include compliance regulations, legal cases, healthcare laws, etc.6. Must possess strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.7. Act as liaison between administration and employees/directors. Must be able to facilitate communication and resolve issues at the lowest level.--EDUCATION and/or EXPERIENCE:Associates degree in business or related field with at least five (5) years of experience as a high-level executive assistant within a healthcare setting. Must be efficient and have proficient computer skills. Must be able to complete a high quantity of tasks with high quality in a short period of time OR equivalent combination of education and experience.

Keywords: Community Hospital, Grand Junction , Administrative Assistant, Administration, Clerical , Grand Junction, Colorado