Administrative Assistant - General Administration

Billings Clinic; Billings (MT); On-site; USD 23,000 - 29,000; Full time

Job summary

Billings Clinic is seeking an Administrative Assistant to provide comprehensive support to the Senior Leadership Team at the main campus in Billings, MT. The role requires organizing calendars, coordinating meetings and travel, and preparing various records and reports to support key strategies.

The position is full-time, on-site, with duties including handling communications, drafting correspondence, and assisting with budget-related activities and payroll reviews as needed.

Qualifications

• Education and experience focused requirements for the role.

Responsibilities

• Supports and models behaviors consistent with the organization's mission and values.
• Assists the Senior Leadership Team in daily administrative tasks and project coordination.
• Prepares and maintains records, statistics, and reports related to business operations.
• Coordinates meetings, events, calendars, travel, and related logistics.
• Handles correspondence, minutes, and documentation for various meetings.
• Supports payroll review and ensures budgets and expenses stay within approved limits.

Job description

You'll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet® Recognition consecutively since 2006.And you'll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine!

About Us

Billings Clinic is a community‑owned, not-for-profit, Physician‑led health system based in Billings with more than 4,700 employees, including over 550 physicians and non‑physician providers. Our integrated organization consists of a multi‑specialty group practice and a 304‑bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits

We provide a comprehensive and competitive benefits package to all full‑and part‑time employees (minimum of 20 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the Employee Benefits Guide.

Magnet: Commitment to Nursing Excellence

Billings Clinic is proud to be recognized for nursing excellence as a Magnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re‑designation process happens every four years. Click here to learn more!

Pre-Employment Requirements

All new employees must complete several pre‑employment requirements prior to starting. Click here to learn more!

Administrative Assistant - General Administration

GENERAL ADMINISTRATION - 100.8695 (Billings Clinic Main Campus) req12628Shift: DayEmployment Status: Full‑Time (.75 or greater) Hours per Pay Period: 1.00 = 80 hours every two weeks (Non‑Exempt) Starting Wage DOE: $17.15 - $21.44Administrative Assistant is responsible for providing administrative support for members of the Senior Leadership Team of Billings Clinic. Position is responsible to anticipate the needs of the Senior Leadership Team and ensure preparedness in all areas by administering programs, projects and or processes to support key strategies, project facilitation and prioritization. Assists in the preparation and control of records, statistics and reports regarding business operations. Serves as a liaison with others inside and outside of the company.

Billings Clinic is Montana's largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi‑specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at www.billingsclinic.com/aboutus

Essential Job Functions

• Supports and models behaviors consistent with Billings Clinic's mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Assists the Senior Leadership Team in various professional capacities on a daily basis, anticipating needs and ensures preparedness in all areas by administering programs, projects and or processes to support key strategies, project facilitation and prioritization. Works with minimal supervision. Takes appropriate action during the presence and absence of Senior Leadership Team members utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively, or is brought to the attention of a member of the Senior Leadership Team.
• Assists in the preparation and control of records, statistics and reports regarding business operations. May participate in various budgeting related activities. Performs data gathering and analysis for coordination of various projects requiring independent judgment with minimal supervision. Composes, drafts, and prepares correspondence, memorandums, and reports.
• Coordinates special events, committee meetings, conferences, and/or retreats as appropriate. Develops plans, budgets, presentations, arranges for speakers, arranges for CEUs, monitors invoices and expenses and maintains expenses within agreed upon budget, etc.
• Coordinates and maintains appointment calendars, arranges meetings including preparation of meeting notices, agendas, and presentation materials, etc. Takes notes and transcribes minutes for various administrative meetings. May facilitate and coordinate bi‑weekly payroll review and authorizations for Senior Leadership Team's direct reports.
• Answers multi‑line telephone and screens incoming calls and assists caller whenever possible or directs to the appropriate individual or department as needed.
• Develops and maintains effective office procedures and efficient work flow to include telephones, office reception, filing, copying, distribution of mail, and faxing documents. Maintains confidential files and data.
• Coordinates travel arrangements and itineraries for Billings Clinic staff members.
• Responsible for arrangement, typing, distribution and maintenance/revision for all Billings Clinic administrative policies. Coordinates with Billings Clinic management staff to revise polices.
• Coordinates and facilitates all paperwork and information gathering for the annual performance appraisal for all direct reports.
• Performs other duties as assigned or needed to meet the needs of the department/organization.

Minimum Qualifications

• Education
• Minimum 2 Year / Associates degree
• Preferred 4 Year / Bachelors Degree preferred
• Experience
• 3 years of executive or administrative secretary experience
• 1 year experience in a health care organization, preferred
• Or an equivalent combination of education and experience will be considered as it relates to the above tasks, knowledge, skills and abilities

Billings Clinic is committed to being an inclusive and welcoming employer, that strives to be kind, safe, and courageous in all we do. As an equal opportunity employer, our policies and processes are designed to achieve fair and equitable treatment of all employees and job applicants. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, religion, sex, gender identity, sexual orientation, pregnancy, marital status, national origin, age, genetic information, military status, and/or disability. To ensure we provide an accessible candidate experience for prospective employees, please let us know if you need any accommodations during the recruitment process.