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At Bon Secours Mercy Health, we are dedicated to continually improving health care quality, safety and cost effectiveness. Our hospitals, care sites and clinicians are recognized for clinical and operational excellence.

Senior Administrative Assistant - St. Mary's Hospital Administration

This position is located on site at St. Mary's Hospital and supports the CNO, ACNO, CMO & HR Strategic Partner.

PRIMARY FUNCTION/GENERAL PURPOSE OF POSITION

Provides secretarial, clerical, and administrative support services such as drafting and preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned. Coordinates meeting agendas and materials. Duties require a thorough knowledge of areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects. Must be able to handle a fast-paced environment, prioritize, and remain poised.

ESSENTIAL JOB FUNCTIONS:

+ Performs a wide variety of typing duties such as composing correspondence, preparing forms, tables, charts, records, statistical tables, schedules, and so forth which are often confidential in nature. Types, copies, and distributes complex administrative reports, statements, rosters and so forth.

+ Gathers information and data and drafts and prepares special reports/analyses for review by supervisors. Work requires skills related to proofing and editing reports, correspondence, and the like for accuracy, sentence structure and readability as well as drafting correspondence and reports, performing semi-complex arithmetic calculations when preparing administrative reports, and developing and overseeing the maintenance of record keeping and filing systems at a level normally acquired through completion of one year of business school. Five or more years of progressively more responsible secretarial/administration work experience, preferably at an executive level. Proficiency in operation of a desktop PC, word processing software (e.g., Microsoft WORD), PowerPoint, e-mail, and facsimile and electronic typewriting equipment.

+ Provides secretarial, clerical, and administrative support services such as preparing correspondence, scheduling meetings, maintaining files, conducting special projects

+ Reviews correspondence, memoranda, and routine reports prepared by others for supervisor to ensure proper format, typographical accuracy, adherence to procedures, and all necessary background information is attached. Submits materials for supervisor's review.

+ Reviews and screens visitors and telephone calls, ascertains callers’ needs and tactfully refers caller to appropriate personnel. Responds to inquiries concerning general administrative activities and operations and refers complex and/or sensitive inquiries to appropriate person(s). Answers inquiries concerning activities and operation of subordinate departments by referring to and interpreting established policies and procedures.

+ Regularly engages in a variety of contacts inside and outside the Hospital in order to obtain or relay information, arrange meetings, gather data, and so forth often dealing with executives, medical staff or important outsiders. In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.

+ Receives, and reads incoming correspondence, reports, memoranda, and the like; screens items which can be routinely handled, prepares appropriate responses and forwards remaining materials to supervisor or others along with necessary background information.

+ Serves as front desk contact to include greeting and directing visitors, distributing faxes, receiving packages from couriers, etc.

+ Arranges meetings, conferences, schedules, interviews and appointments, completes travel arrangements, and maintains supervisor's business calendar.

+ Establishes, maintains, and revises recordkeeping and filing systems and classifies, sorts and files correspondence, articles, records and other documents.

+ Schedules, prepares all necessary materials, maintains mailing lists, and coordinates all logistical aspects of meetings, lectures, and other events. Records and types minutes of the nursing leadership meetings and distribute.

REQUIRED QUALIFICATIONS:

+ High School graduate.

+ Previous work experience required in an administrative/secretarial capacity

+ Experience in healthcare.

+ Good working knowledge of medical terminology.

+ Five or more years of progressively more responsible secretarial or administrative work experience.

+ Proficient proofing and editing reports, correspondence

+ Ability to listen compassionately, demonstrating effective problem solving and critical thinking techniques, to areas of concern to visitors and employees without appearing judgmental are essential aspects of this position.

+ Proficiency in various computer programs to include Microsoft Word, Excel, PowerPoint, and spreadsheets, etc.

+ Work requires skills related to, minutes and the like for accuracy, sentence structure and readability as well as drafting correspondence and reports, and developing and overseeing the maintenance of record keeping and filing systems at a level normally acquired through completion of one year of business school.

+ Must be a self-motivator, possessing a high level of judgment skills and initiative, along with ability to prioritize and coordinate several tasks simultaneously, while retaining a confident, knowledgeable, and helpful demeanor.

PREFERRED QUALIFICATIONS:

+ College coursework preferred.

OTHER FUNCTIONS:

+ Clear, distinct diction and audio acuity is essential for communicating with physicians, visitors and co-workers.

OFFICE EQUIPMENT USED:

+ Telephone

+ Copier

+ Computer (keyboard, screen, printer), etc.

WORKING CONDITIONS:

+ The individual performing this job may anticipate possible contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies regarding infection control.

+ Travel outside the office is required.

+ Overnight travel on occasion to attend seminars and training.

+ Periods of high stress and fluctuating workloads may occur

+ May be exposed to high noise levels and bright lights

+ May have periods of constant interruptions

SKILLS

+ Able to follow general instructions

+ Possess surgical conscience

+ Moves with a sense of urgency

+ Self-directed

+ Able to work independently

+ Critical thinking

+ Remain calm under pressure

+ Strong communication skills

+ Able to handle self in a professional manner

+ Takes direction

+ Basic Windows application computer skills

PHYSICAL REQUIREMENTS

+ Lifting/Carrying (0-50 lbs.) 34-66%

+ Lifting/Carrying (50-100 lbs.) 1-33%

+ Push/Pull (0-50 lbs.) 34-66%

+ Push/Pull (50-100 lbs.) 1-33%

+ Stoop/Kneel 1-33%

+ Crawling 0%

+ Climbing 0%

+ Balance 34-66%

+ Bending 34-66%

+ Sitting 1-33%

+ Walking 1-33%

+ Standing 67-100%

Many of our opportunities reward* your hard work with:

Comprehensive, affordable medical, dental and vision plans

Prescription drug coverage

Flexible spending accounts

Life insurance w/AD&D

Employer contributions to retirement savings plan when eligible

Paid time off

Educational Assistance

And much more

*Benefits offerings vary according to employment status

All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Mercy Health – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email [email protected] . If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at [email protected]