Administrative Assistant

St. Tammany Health System; Covington (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

St. Tammany Health System in Covington, LA is seeking an experienced administrative professional to support the Support Services team.

The role involves greeting visitors, handling calls, taking messages, and coordinating calendars while maintaining confidentiality and professional standards. You will build data sources, PDFs, Excel reports, dashboards, and PowerPoint presentations, assist with regulatory documentation, and help manage multiple leaders’ calendars with accuracy and discretion in

Qualifications

• High school diploma or equivalent.
• Three (3) years of experience in clerical and administrative duties with minimum direct supervision.
• Must have knowledge of general office procedures, advanced experience in Microsoft Outlook, Microsoft Word & Microsoft Excel.
• Ability to operate office equipment including copier, fax machine, etc., and ability to type memos, correspondence, reports, and other documents.
• Must possess the necessary discretion to deal with confidential information, have the ability to establish and maintain rapport with all levels of hospital colleagues, visitors and patients.
• Must be able to think quickly, often solving problems that arise.
• Attention to details, and excellent organization skills with the ability to meet deadlines and multi-task.
• Ability to plan, prioritize and organize effectively.
• Must possess a clear speaking voice and a professional appearance and attitude.
• Excellent interpersonal and communication skills including the ability to communicate both orally and in writing in a clear manner using appropriate grammar and spelling.
• Experience in taking formal minutes preferred.

Responsibilities

• Receiving and distributing all administration mail and packages.
• Greeting visitors in a professional, courteous and timely manner.
• Announcing and/or directing them to proper personnel or meeting room.
• Take messages and provide basic information as required and provide information to callers and visitors.
• Operate phone console to receive calls and refer to appropriate persons.
• Re-organize workload to meet deadlines and tolerate interruptions; provide administrative support as assigned.
• Build TMS data sources, PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports, and cross train in PBX Operations.
• Provide secretarial and administrative support to AVP of Support Services and Directors.
• Maintain revisions to departmental policies and procedures.
• Act as scribe with regulatory visits and other meetings.
• Maintain Emergency Management documentation and files per Joint Commission and Hospital Policies.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Communication skills

Education

High school diploma or equivalent

Tools

PBX Operations

Excel reporting

Job description

At St. Tammany Health System, delivering world-class healthcare close to home is our goal. That means we are committed to attracting and retaining the very best professionals for every position in our health system.

We believe the pristine beauty of St. Tammany Parish adds to our attractive compensation package. The health system is nestled in the heart of Covington on the north shore of Lake Pontchartrain. It is a peaceful, scenic, community-oriented area with an abundance of amenities to suit every taste.

Job Description And Position Requirements

Scheduled Weekly Hours: 40

WORK SHIFT

Monday - Friday: 8:00a - 4:30p (6:30a - 3:00p one to two days per month)

JOB SUMMARY

Duties include receiving and distributing all administration mail and packages, greeting visitors in a professional, courteous and timely manner, announcing and/or directing them to proper personnel or meeting room. Take messages and provide basic information as required and provide information to callers and visitors. Operate phone console to receive calls and refer to appropriate persons. Ability to re-organize workload to meet deadlines and to tolerate interruptions required. Perform various clerical duties as time allows and other related administrative support as assigned.

Build TMS data sources, PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports, custom dashboards and cross train in PBX Operations. Provide secretarial and administrative support to the AVP of Support Services, Directors and Managers in the Support Services Departments. This position is highly administrative and managing multiple leaders’ calendars at one time will be common. Maintain revisions to departmental policies and procedures. Act as scribe with regulatory visits and other meetings. Maintains all Emergency Management documentation and files in accordance with Joint Commission and Hospital Policies and Procedures. Review for accuracy and submit for approval utility invoices and credit card expenses. Maintain confidential information in accordance with STHS policy.

MINIMUM QUALIFICATIONS

• High school graduate or equivalent.
• Three (3) years of experience in clerical and administrative duties with minimum direct supervision.
• Must have knowledge of general office procedures, advanced experience in Microsoft Outlook, Microsoft Word & Microsoft Excel.
• Ability to operate office equipment including copier, fax machine, etc., and ability to type memos, correspondence, reports, and other documents.
• Must possess the necessary discretion to deal with confidential information, have the ability to establish and maintain rapport with all levels of hospital colleagues, visitors and patients.
• Must be able to think quickly, often solving problems that arise.
• Attention to details, and excellent organization skills with the ability to meet deadlines and multi-task.
• Ability to plan, prioritize and organize effectively.
• Must possess a clear speaking voice and a professional appearance and attitude.
• Excellent interpersonal and communication skills including the ability to communicate both orally and in writing in a clear manner using appropriate grammar and spelling.
• Experience in taking formal minutes preferred.

PHYSICAL DEMANDS

Must possess good physical health. Some requirements include but are not limited to standing, sitting or walking for long periods of time. Lifting at least 10 pounds is required.

Physical Effort required:

• Constant (67%-100%) – talking, hearing, seeing
• Frequently (34%-66%) – stooping, reaching
• Occasionally (1%-33%) - lifting, carrying, pushing/pulling, balancing, crouching, handling/feeling

EMPLOYMENT

Each St. Tammany Health System staff member is expected to conduct himself or herself according to our mission, vision and values. Please take time to review those expectations, which can be found by clicking here, before applying for employment. If you feel you are unable to demonstrate those characteristics, we respectfully request that you do not proceed with the application process.

EQUAL OPPORTUNITY EMPLOYER

St. Tammany Health System is an Equal Opportunity Employer. St. Tammany Health System is committed to equal employment opportunity for all employees and applicants without regard to race, color, religion, sex, age, national origin or ancestry, citizenship, sexual orientation, gender identity, veteran status, disability status, genetic information or any other protected characteristic under applicable law.