Hancock Regional Hospital

  • Administrative Assistant to VP of Nursing

    Job ID
    2018-4072
    Shift
    8a-4p
    Department
    Administration
    Position Type
    Full Time
  • Overview

    Under the direct supervision of the vice president(VP) and assistant vice president (AVP), this position provides administrative support for the vice president and department directors who report to the vice president and the assistant vice president and department directors who report to the AVP. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, travel arrangements, submission and maintaining documents for accreditation agencies, maintaining administrative policy manual database, distribution of all administrative policies, updating all administrative policies for VP and AVP, maintaining hospital contract database and electronic folders, soliciting all reviews and quality reporting for all house-wide contracts, assisting all reporting directors with department policy and contract work, providing accurate minutes for meetings as assigned, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

    Responsibilities

    1. Schedules and organizes complex activities such as meetings, travel, conferences for vice president and assistant vice president and their assigned directors. 2. Creates and develops professional visual presentations including, but not limited to, spreadsheets, graphs, flowcharts, slide presentations using appropriate office tools. 3. Establishes, develops, maintains, and updates electronic and hard copy filing system for the vice president and assistant vice president. Retrieves information from files when needed. 4. Organizes and prioritizes large volumes of information and calls in an efficient and effective manner. 5. Sorts and distributes mail. Opens mail for the vice president and assistant vice president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information 6. Responds to inquiries for vice president and assistant vice president. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other administrative assistants to coordinate meetings, events and maintain coverage of the administrative office. 7. Acts as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary. 8. Works independently and within a team on special nonrecurring and ongoing projects. Assists with project management at the request of the vice president and assistant vice president. Duties may include, but not limited to, planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures. 9. Types and designs general correspondences, memos, policies, spreadsheets, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. 10. Performs financial record-keeping. Activities include: completes/copies check requests and processes in an accurate and timely manner; records and processes travel reimbursement and corporate credit card expense; processes and maintains tracking of capital budget requests/purchases and ensures availability of funds/approvals. 11. Interacts with state and other regulatory/accreditation bodies to ensure timely and accurate information is provided. Prepares documents for regulatory surveys and maintains electronic and/or hard copy files of surveys and action plans. Enters information into electronic database and submits as directed by the vice president. 12. Assists with risk management activities as directed. Organizes and secures space for subpoenas and other risk management activity. 13. Maintains electronic documentation and web pages in a timely and organized manner including, but not limited to, meeting minutes, regulatory/accreditation documentation and correspondence, assigned policies/procedures, contract database, and payroll, work orders and KACE submissions for IT needs. Ability to perform essential functions of the job with, or without, reasonable accommodations.

    Qualifications

    High school education required. Bachelor’s or Associates degree in business or related field preferred. Experience in business and/or medical office setting required. Experience as Administrative Assistant preferred. *TJN*
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