Act as a liaison between the Senior Vice President(s)/Vice President(s) and team members, medical staff, and the general public.
Schedule appointments and maintain calendar. Make arrangements for and coordinate conferences and meetings, including but not limited to, preparing agendas and recording minutes.
Prepare communication outlined by executive from oral or written directions. Sort, read and annotate incoming mail, email, and documents, and take appropriate action. Maintain follow up as well as follow through.
Manage business itineraries and executive travel, including requests in SharePoint and reimbursement submissions. Track appropriate expenses and reconcile in Workday.
Receive and assist visitors and telephone callers and refer them to executive or other appropriate person as circumstances warrant. Provide relief phone coverage for co-workers.
Research and summarize information and supporting data in preparation for meetings, work projects and reports.
Design, implement and maintain filing and records management systems, ensuring that information and records are easily accessible.
Coordinate the monitoring of policies and procedures within the division(s).
Assist in the coordination of committee activities within the division(s) or organization.
Assist with clerical support within the division(s) or organization.
Establish and maintain harmonious working relationships with executives, team members, physicians and customers.
Assist co-workers where needed by creating unity as a team player. Must be able to reorganize schedule to accommodate workload demands of support departments and team members.
Maintain a professional appearance and a neat and well-organized workplace.
Coordinate and administer projects assigned by Senior Vice President/Vice President
Maintain proficiency in Board Effect.
Required for All Jobs
Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
Performs other duties as assigned
Patient Facing Options
Position is Not Patient Facing
Remote Work Guidelines
Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
Stable access to electricity and a minimum of 25mb upload and internet speed.
Dedicate full attention to the job duties and communication with others during working hours.
Adhere to break and attendance schedules agreed upon with supervisor.
Abide by Stormont Vail's Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.
Remote Work Capability
Hybrid
Scope
No Supervisory Responsibility
No Budget Responsibility No Budget Responsibility
Physical Demands
Balancing: Occasionally 1-3 Hours
Carrying: Occasionally 1-3 Hours
Climbing (Stairs): Rarely less than 1 hour
Crawling: Rarely less than 1 hour
Crouching: Rarely less than 1 hour
Driving (Automatic): Rarely less than 1 hour
Eye/Hand/Foot Coordination: Frequently 3-5 Hours
Feeling: Occasionally 1-3 Hours
Grasping (Fine Motor): Occasionally 1-3 Hours
Grasping (Gross Hand): Occasionally 1-3 Hours
Handling: Occasionally 1-3 Hours
Hearing: Frequently 3-5 Hours
Kneeling: Rarely less than 1 hour
Lifting: Occasionally 1-3 Hours up to 10 lbs
Pulling: Occasionally 1-3 Hours up to 10 lbs
Pushing: Occasionally 1-3 Hours up to 10 lbs
Reaching (Forward): Occasionally 1-3 Hours up to 10 lbs
Reaching (Overhead): Rarely less than 1 hour up to 10 lbs
Repetitive Motions: Frequently 3-5 Hours
Sitting: Frequently 3-5 Hours
Standing: Occasio
Benefits
Health insuranceVision insuranceRemote work options
Additional Information
Position Status:
Full time Shift:
First Shift (Days - Less than 12 hours per shift) (United States of America) Hours per week:
40
Job Information
Exemption Status: Exempt
A Brief Overview
The Administrative Assistant provides administrative support to the Senior Vice President(s)/Vice President(s). Must have excellent customer service skills and the ability to work in a fast-paced environment with strong attention to detail and maintain a balance between multiple priorities. Critical thinking and the ability to work independently are a must. The Administrative Assistant must be dedicated to the Small Moments culture and the Tenets of Stormont Vail Health.
Education Qualifications
Associate's Degree or 5 years of administrative secretarial work experience can be substituted in lieu of education. Required
Bachelor's Degree Preferred
Experience Qualifications
5 years Administrative secretarial work experience, healthcare preferred. Education can be substituted in lieu of experience. Required
Skills and Abilities
Proficient in Microsoft Office products including Word, Excel, PowerPoint, and Outlook. (Required proficiency)
Stormontvail · Topeka, KS