Aministrative Assistant - (Full-Time)

clearskyhealth; Kenosha (WI); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Benefit Eligible

Tuition Reimbursement Eligible

Loan Assistance Eligible

Career Advancement Program eligible

Job summary

clearskyhealth is seeking an Administrative Assistant to provide high-level secretarial support to the CEO and senior management in our Wisconsin location. The role involves coordinating onboarding for physicians, handling correspondence, and organizing meetings and travel while maintaining confidential records.

Ideal candidates will have at least two years of executive-level experience in a hospital setting and strong MS Office skills.

Qualifications

• Two years' experience as an administrative assistant at executive level or executive secretarial level in a hospital environment preferred.
• Proficiency in MS Office software, including Excel, Word, Outlook, and PowerPoint.
• Ability to prioritize, meet deadlines, and handle confidential information.

Responsibilities

• Provides administrative support for the CEO and senior management.
• Coordinates onboarding and training for physicians/providers once credentialing is approved.
• Screens and responds to correspondence and emails as needed.
• Schedules meetings, travel, and prepares materials for executives.
• Maintains minutes and distributes reports and memoranda.

Skills

MS Office

Excel

Word

Outlook

PowerPoint

Organizational skills

Time management

Job description

Our hospital provides high-quality care that transforms the lives of those living with disabling injuries and illnesses. We distinguish ourselves through our commitment to excellence, to our patients, to our employees, and to the communities we serve.

The Administrative Assistant is responsible for varied secretarial/administrative duties primarily for senior management. This position must integrate company values into daily practice.

Pay range: up to $25 per hour; pay based on experience

M-F - 8:00 am - 4:30 pm; 40 hours per week

• Benefit Eligible
• Tuition Reimbursement Eligible
• Loan Assistance Eligible
• Career Advancement Program eligible

Essential Functions:

• Provides administrative support for the CEO and other senior management members.
• Coordinates Physician/Provider onboarding and training sessions in a timely manner once Governing Body has approved the credentialing file.
• Serves as initial point of contact for administrative area.
• Screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. May review executive e-mail to monitor status of obligations.
• Coordinates, schedules, and prioritizes appointments, meetings and hospital related obligations and communicates to appropriate staff.
• Organizes materials for executives and provides frequent briefing/communication to CEO and other senior management members regarding updates or priority concerns.
• Coordinates agenda items, preparation and distribution of meeting materials, travel, room reservations, equipment, and food and refreshment arrangements as requested.
• Records, transcribes, and distributes minutes, ensuring that master files are maintained.
• Organizes and produces reports, forms, minutes, and memoranda of highly confidential, specialized, and recurrent nature.
• Establishes systems for tracking and/or following up on correspondence, reports, check voucher requests, expense reports, purchase order requests, work orders, performance evaluations, and other documents of a time-sensitive and/or confidential nature, as assigned.
• Maintains organizational policy and procedure books and manuals.
• Provides an environment conducive to safety for patients, visitors, and staff. Assesses the risks for safety and implements appropriate precautions. Complies with appropriate and approved safety and Infection Prevention standards.
• Maintains regular attendance in keeping with assigned work schedule.
• Completes required trainings, as assigned.
• Performs other duties as assigned to support overall effectiveness of the organization.

Minimum Job Requirements

Minimum Education & Experience:

Two years' experience as an administrative assistant at executive level or executive secretarial level in a hospital administrative environment preferred.

Required Licenses, Certifications, and/or Documentation:

Must maintain acceptable driving record, current driver's license, and insurability.

Required Knowledge, Skills, and Abilities:

• Demonstrates proficiency in MS Office software, including Excel, Word, Outlook, and PowerPoint.
• Demonstrates critical thinking skills.
• Demonstrates strong organizational and time management skills.
• Ability to prioritize, meet deadlines, and complete complex tasks.
• Ability to maintain quality and safety standards.
• Ability to maintain proper levels of confidentiality.
• Ability to work closely and professionally with others at all levels of the organization.
• Effective written and verbal communication skills.

Physical Requirements Over the Course of a Shift:

• A significant amount sitting.
• Lifting/exerting of up to 25 lbs.
• Sufficient manual dexterity to operate equipment and computer keyboard.
• Close vision and the ability to adjust focus.
• Ability to hear overhead pages.