Administrative Assistant

Saint Francis Hospital Vinita, Inc.; United States; On-site; USD 21,000 - 30,000; Part time

Job summary

Saint Francis Hospital Vinita, Inc. is seeking an Administrative Assistant to provide clerical and administrative support to executive staff in a part-time, on-site capacity at Vinita, Oklahoma.

The role requires meticulous organizational skills, discretion with confidential information, and strong proficiency in MS Word, Access, and PowerPoint. Typical duties include preparing documents and reports, scheduling, meeting minutes, records management, and handling calls and visitors with

Qualifications

• Demonstrated ability to maintain a high degree of confidentiality.
• Working knowledge of MS Word, Access and PowerPoint as might be required in the preparation of memoranda and reports.
• Working knowledge of established operations policies and procedures.
• Effective interpersonal, written and oral communication skills.
• Ability to organize and prioritize work in an effective and efficient manner.
• Ability to be detail oriented as might be required in the examination of numerical data.

Responsibilities

• Prepare correspondence, memoranda, reports and other documents pursuant to management requests, all while maintaining a high degree of confidentiality.
• Prepare and distribute meeting minutes according to established protocols.
• Organize and maintain hardcopy and paperless records and forms according to established protocols.
• Screen, receive and direct telephone calls and visitors.
• Schedule and maintain calendar of appointments, meeting and travel itineraries.
• Coordinate related arrangements.
• Distribute mail, reports, memoranda and other documents pursuant to management request.
• Order and maintain office supply inventory.

Skills

Confidentiality

MS Word

MS Access

PowerPoint

Policies & Procedures

Communication

Prioritization

Detail Orientation

Education

High School Diploma or GED

Job description

Part Time Days Schedule: Approximately 24 hours per week. Preferred schedule is Monday through Wednesday, 7:30 AM - 4:00 PM, with some flexibility based on candidate availability and department needs.

Job Summary

The Administrative Assistant provides clerical and administrative support to executive staff.

Minimum Education

High School Diploma or GED.

Licensure, Registration and/or Certification

None.

Work Experience

3 years of secretarial experience.

Knowledge, Skills and Abilities

• Demonstrated ability to maintain a high degree of confidentiality.
• Working knowledge of MS Word, Access and PowerPoint as might be required in the preparation of memoranda and reports.
• Working knowledge of established operations policies and procedures.
• Effective interpersonal, written and oral communication skills.
• Ability to organize and prioritize work in an effective and efficient manner.
• Ability to be detail oriented as might be required in the examination of numerical data.

Essential Functions and Responsibilities

• Prepare correspondence, memoranda, reports and other documents pursuant to management requests, all while maintaining a high degree of confidentiality.
• Prepare and distribute meeting minutes according to established protocols.
• Organize and maintain hardcopy and paperless records and forms according to established protocols.
• Screen, receive and direct telephone calls and visitors.
• Schedule and maintain calendar of appointments, meeting and travel itineraries.
• Coordinate related arrangements.
• Distribute mail, reports, memoranda and other documents pursuant to management request.
• Order and maintain office supply inventory.

Decision Making

Independent judgment in making minor decisions where alternatives are limited and standard policies/protocols have been established.

Working Relationships

• Works directly with patients and/or customers.
• Works with internal customers via telephone or face to face interaction.
• Works with external customers via telephone or face to face interaction.
• Works with other healthcare professionals and staff.
• Works frequently with individuals at Director level or above.

Special Job Dimensions

None.

Supplemental Information

This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties.

Administration

Vinita Campus Location: Vinita, Oklahoma 74301

EOE Protected Veterans/Disability Saint Francis is a Catholic, not-for-profit Health system based in Tulsa, Oklahoma. We are the largest private employer in Eastern Oklahoma with over 12,000 employees, including 1,000 physicians. The health system is anchored by the 1,112-bed Saint Francis Hospital, the largest hospital in Oklahoma and the 11th largest in the nation. Our system also includes hospitals in south Tulsa, Muskogee and Vinita, as well as 110 Warren Clinic locations from Monkey Island to McAlester, northeastern Oklahoma's only children's hospital, a level IV neonatal intensive care unit, a 168-bed heart hospital, and Tulsa's leading trauma and emergency center.