0SP1689 Lead Administrative Support Assistant Nursing

State-of-Missour; Farmington (MO); On-site; USD 42,000 - 65,000; Full time

Job summary

The State of Missouri seeks a Lead Administrative Support Assistant (Nursing) in Farmington, MO to support the Chief Nurse Executive and Nursing Department. You will manage calendars, draft communications, organize meetings, prepare reports, and coordinate events while maintaining records and ensuring compliance with organizational standards.

Responsibilities include drafting memos, coordinating schedules, handling timekeeping, and facilitating presentations, with emphasis on professionalism,

Qualifications

• 3–5 years of relevant administrative experience.
• Baccalaureate degree preferred; strong organizational skills.
• Mastery of Word, Excel, and presentation software; confidentiality highly valued.

Responsibilities

• Provide administrative assistance for the Chief Nurse Executive, including emails and memos.
• Draft disciplinary letters and track nursing department actions.
• Represent nursing leadership with executive presence across the organization.
• Maintain accurate records and prepare professional reports and meetings minutes.
• Organize meetings, manage calendars, and coordinate events and presentations.
• Ensure accurate timekeeping and assist in budget-related tasks as needed.

Skills

Executive Presence

Timekeeping Software

Microsoft Excel

Microsoft Word

Education

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Timekeeping software

Job description

Job Location:

This position will be located at 1010 West Columbia Street in Farmington, MO

Why you’ll love this position:

Seasoned vocational administrative support position. At this level, employees have specialized knowledge of an administrative or programmatic function, and may function as an office manager. Within support area may make recommendations for review and approval of executive staff; assist in developing future budget projections for all units agency-wide; and review requests and prioritize needs for executive staff review. May provide work direction to lower-level positions.

Job duties of the Lead Administrative Support Assistant (Nursing) include but are not limited to:

• 1. Provide administrative assistance, such as writing and editing e-mail, drafting memos, and preparing communications on the behalf of the Chief Nurse Executive
• 2. Drafting disciplinary letters and tracking SMMHC Nursing Department disciplinary actions
• 3. Represent the Chief Nursing Executive, the SMMHC Nursing Department, and the organization with executive presence at all times
• 4. Maintain comprehensive and accurate records with attention to detail
• 5. Organize meetings, including setting schedule, sending invites/reminders, and creating meeting pager/agenda when necessary
• 6. Record and prepare meeting minutes in a professional, timely, clear, and concise manner
• 7. Assure accuracy, consistency, and efficiency among scheduling staff regarding timekeeping for the Nursing Department
• 8. Reconcile time and attendance for nursing administrative members and support nurse executive team with reconciliation.
• 9. Answer phone calls in a polite and professional manner
• 10. Manage calendar for Chief Nurse Executive, including making appointments and prioritizing the most sensitive matters
• 11. Prepare professional presentations in a variety of mediums
• 12. Prepare detailed reports ensuring accuracy, timeliness, and compliance with organizational standards
• 13. Coordinate events
• 14. Create and maintain information databases
• 15. Facilitate WebEx or other virtual format meetings, remaining current on trends in virtual communication
• 16. Develop strong professional relationships through internal and external networking
• 17. Serve as primary liaison between the SMMHC Nursing Department and other departments, including, but not limited to, Human Resources, Staff Development, and Accounting
• 18. Integrate SMMHC Mission, Vision, and Values into all aspects of nursing department
• 19. Seek out learning opportunities and self-directed professional growth
• 20. Documentation of required hours of annual professional development
• 21. Participate in Mental Health Advocacy within SMMHC and the Nursing Department
• 22. Function as a change agent through project management
• 23. Operate necessary job-related software
• 24. Other job-related duties as assigned

Candidates will be asked to demonstrate competency/skill in executive presence, ability to create professional work, and ability to function with timekeeping system, Microsoft Excel, Microsoft Word, or other technology. Interviews may be conducted to identify the most qualified candidate.

Minimum Qualifications:

• 3-5 years of relevant experience. (Substitutions may be allowed.)
• Preferred qualifications Baccalaureate degree in relevant field; excellent organizational skills; mastery of and ability to teach aspects of TCP and/or other timekeeping software systems used by nursing staff; high level of confidentiality; high level of adaptability; excellent dependability and attendance; ability to promote harmonious environment during high stress situations; mastery of Microsoft Word, Excel, PowerPoint, and other presentation software programs; experience working collaboratively with multidisciplinary departments; understanding of robust process improvement practices; expert written, verbal, and interpersonal communication skills; in-person and virtual meeting facilitation skills; high level of autonomy and self-motivation; ability to prioritize; creativity; resourcefulness; attention to detail.

Lack of post‑secondary education will not be used as the sole basis denying consideration to any applicant.

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here.

For more information on this position, please contact Human Resources at 573-218-6800.