Administrative Assistant

St. Tammany Parish Hospital; Covington (LA); On-site; USD 37,000 - 48,000; Full time

Job summary

St. Tammany Health System in Covington, LA is seeking an Administrative Assistant to provide comprehensive administrative support to the Assistant Vice President of Cardiovascular Services and department leaders.

The role involves front-desk interactions, calendar and travel coordination, document preparation, report and dashboard creation, and ensuring confidential handling of information in a fast-paced healthcare environment.

Qualifications

• High school graduate or equivalent with 3 years of clerical/administrative experience.
• Proficient in Microsoft Outlook, Teams, Word, and Excel.
• Experience taking formal minutes preferred.

Responsibilities

• Serve as primary point of contact for visitors, vendors, and callers.
• Greet visitors and direct to personnel or meeting locations.
• Manage incoming calls, route and take messages, respond to inquiries.
• Receive, sort, distribute, and track departmental mail and packages.
• Provide calendar management, meeting coordination, scheduling, and travel arrangements.
• Prioritize workloads to meet deadlines amid interruptions and competing priorities.
• Prepare, edit, and maintain documents, reports, and presentations using MS Office and EPIC.
• Develop and maintain dashboards, reports, PDFs, PowerPoint, Excel, and minutes for meetings.
• Serve as meeting coordinator and scribe for leadership meetings and audits; prepare agendas, minutes, and follow-up items.

Skills

Strong organizational skills

Time-management

Customer service-oriented

Communication skills

Attention to detail

Confidentiality

Independent work

Education

High school diploma or equivalent

Tools

EPIC

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

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: The Administrative Assistant provides comprehensive administrative and operational support to the Assistant Vice President of Cardiovascular Services, directors, managers, and departmental leadership. This role serves as a key point of contact for internal and external stakeholders, ensuring efficient office operations, professional customer service, and effective coordination of administrative activities.

Key Responsibilities

• Serve as the primary point of contact for visitors, vendors, and callers by providing a professional, courteous, and customer-focused experience.
• Greet and assist visitors, direct them to appropriate personnel or meeting locations, and provide general information as needed.
• Manage incoming phone calls, routing calls appropriately, taking accurate messages, and responding to inquiries in a timely manner.
• Receive, sort, distribute, and track departmental mail, packages, and correspondence.
• Provide high-level administrative support to multiple leaders, including calendar management, meeting coordination, scheduling, and travel or event arrangements as needed.
• Prioritize and adjust workloads effectively to meet deadlines while managing frequent interruptions and competing priorities.
• Prepare, edit, and maintain professional documents, reports, presentations, spreadsheets, and correspondence utilizing Microsoft Office applications and other business systems, including utilizing EPIC and other sources for report generation and data gathering.
• Develop and maintain dashboards, reports, PDF documents, PowerPoint presentations, Excel spreadsheets, and minutes for various meetings and committees.
• Serve as meeting coordinator and scribe for leadership meetings, regulatory surveys, accreditation visits, and other operational meetings; prepare agendas, record minutes, and follow up on assigned action items.
• Handle sensitive, confidential, and proprietary information with the highest level of discretion and in accordance with organizational policies.
• Collaborate with department leaders and team members to support special projects, process improvements, and operational initiatives.
• Perform additional administrative and clerical duties as assigned.

EDUCATION, EXPERIENCE, AND TRAINING QUALIFICATIONS:

High school graduate or equivalent & three 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 TEAMS, Microsoft Word & Microsoft Excel. Ability to operate office equipment including copier, fax machine, etc., and ability to take meeting minutes, correspondence, reports, and other documents. Experience in taking formal minutes preferred.

OTHER SKILLS AND QUALIFICATIONS:

• Strong organizational and time-management skills with the ability to manage multiple priorities and competing deadlines.
• Demonstrated ability to support multiple leaders simultaneously in a fast-paced healthcare environment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience creating reports, dashboards, spreadsheets, presentations, and data-driven administrative resources.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Customer service-oriented mindset with strong interpersonal skills.
• Ability to work independently while maintaining effective collaboration with leadership and staff.
• Knowledge of regulatory documentation and healthcare accreditation standards 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 foundby 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.