Administrative Assistant - Strategy & Communication

St. Tammany Parish Hospital; Covington (VA); On-site; USD 36,000 - 54,000; Full time

Job summary

St. Tammany Health System in Covington, LA seeks an experienced administrative assistant to handle mail, greeting visitors, and directing calls. You will manage calendars, prepare reports, and support executives across multiple departments.

The role requires strong MS Office skills, discretion with confidential information, and the ability to multi-task in a healthcare environment. On-site role with a professional setting and patient-focused service culture.

Qualifications

• High school diploma or equivalent required.
• 3 years clerical/administrative experience with minimal supervision.
• Proficient in Outlook, Word and Excel.
• Operate office equipment and type memos, reports and letters.
• Experience taking formal minutes preferred.
• Strong organizational skills including calendar coordination.
• Discretion with confidential information and professional communication.

Responsibilities

• Receive and distribute administration mail and packages; greet visitors professionally.
• Handle phone calls, direct to proper personnel and take messages.
• Support calendars for Chief Strategy Officer and Directors; manage multiple leaders’ schedules.
• Create PDFs, PowerPoint presentations, Excel spreadsheets, and email reports.
• Maintain policies/files per Joint Commission and hospital procedures.
• Review utility invoices/credit card expenses; protect confidential information.

Skills

Outlook

Word

Excel

Reception

Calendar

Documentation

Communication

Education

High school graduate

Tools

Microsoft Office Suite

Content management systems

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

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 PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports and custom dashboards.Provide secretarial and administrative support to the Chief Strategy Officer and Directors in the Communication and Marketing and Business Development Departments. This position is highly administrative and managing multiple leaders’ calendars at one time will be common. Maintain revisions to departmental policies and procedures. Maintains all Strategy, Communication and Marketing, and Business Development 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.
• Experience in taking formal minutes preferred.
• Demonstrated competence in administrative skills including recordkeeping, purchasing/procurement, inventory management and complex calendar coordination.
• Reception skills including gatekeeping with excellent customer service, phone manners and email etiquette. Must possess a clear speaking voice and a professional appearance and attitude.
• 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.
• Proficiency in Microsoft Office Suite and basic knowledge or awareness of content management systems.
• 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.

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.

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.