Administrative Assistant - Strategy & Communication

St. Tammany Parish Hospital; Louisiana (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

St. Tammany Health System is seeking an administrative assistant responsible for greeting visitors, handling reception duties, and providing executive support to the Chief Strategy Officer and other directors.

The role includes organizing calendars, generating reports, and maintaining departmental documentation with high attention to detail. Requirements include a high school diploma, 3 years of clerical experience, and strong MS Office skills.

Qualifications

• High school graduate or equivalent.
• Three (3) years of experience in clerical and administrative duties with minimum direct supervision.
• Proficiency in Microsoft Outlook, Word & Excel.
• Ability to operate office equipment (copier, fax) and prepare memos, reports and documents.
• Experience in taking formal minutes is preferred.
• Strong organizational and calendar coordination abilities.
• Excellent customer service, phone manners and email etiquette.

Responsibilities

• Receive and distribute all administration mail and packages.
• Greet visitors professionally and direct them to correct personnel or meeting rooms.
• Operate phone console and route calls.
• Maintain calendars for multiple leaders and support Directors.
• Prepare PDF reports, PowerPoint presentations and Excel spreadsheets.
• Maintain confidential information per policy.

Skills

Reception skills

Customer service

Calendar coordination

Communication skills

Attention to details

Multi-tasking

Professional appearance

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Content management systems

Office equipment (copier, fax)

Job description

About St. Tammany Health System

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.

St. Tammany Health System is a full-service acute care facility that delivers today’s life‑improving procedures with the latest technology, highest quality and the utmost care to area residents. From wellness and prevention to diagnosis, treatment, rehabilitation and recovery, the St. Tammany Health System delivers the very latest technology, the most accomplished specialists and highly personalized, caring staff to ensure patients and their families receive world‑class healthcare close to home.

St. Tammany Health System is an independent service district in a clinically integrated partnership with Ochsner Health System. Together, the two organizations focus on aligning their healthcare offerings to best serve patients and families in west St. Tammany Parish and surrounding areas.

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.