Executive Assistant and Medical Staff Coordinator

Lifepoint Health®; Mayfield (KY); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health (Medical, Dental, Vision) benefits

401K Benefits

Competitive Paid Time Off

Tuition Reimbursement

Employee Assistance Program

Job summary

A healthcare organization in Mayfield, Kentucky seeks an Executive Assistant and Medical Staff Coordinator to provide vital administrative support to hospital administration. The role involves scheduling, communication, and project management while ensuring confidentiality and compliance. Candidates should possess strong communication skills, a high school diploma (Associate's preferred), and three years of administrative experience. Competitive benefits and professional development opportunities are provided.

Qualifications

• High School Diploma required, Associate's preferred.
• Three years of administrative experience required.
• Previous experience with Lawson and Kronos is a plus.

Responsibilities

• Provide administrative support to the administration and CEO.
• Schedule meetings and maintain calendar for the CEO.
• Manage correspondence and communication for executives.

Skills

Excellent oral and written communication skills

Critical thinking skills

Ability to work in a stressful environment

Familiarity with Microsoft Office Suite

Ability to problem-solve effectively

Education

High School Diploma

Associate Degree in Administrative Support or Office Management

Tools

Microsoft Office (Excel, Word, PowerPoint, Outlook, TEAMS)

Lawson software

Kronos

Labor‑lytics software

Job description

Executive Assistant and Medical Staff Coordinator

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Who We Are

Jackson Purchase Medical Center is a 107 all private bed, Joint Commission-accredited facility. From emergent to elective, our facility offers a wide variety of inpatient and outpatient services, including those offered at the New Beginnings Birthing Center, the Advanced Healing Wound Care Center and our accredited chest pain center.

Where We Are

Mayfield is located in stunning western Kentucky, just a short drive to Kentucky Lake to the east, the Ohio River to the north, and the Mississippi River to the west. Here you find there is always something for all ages, whether it's outdoor sports and recreation, visual and dramatic arts, or even living history.

Why Choose Us

• Health (Medical, Dental, Vision) and 401K Benefits for full-time employees
• Competitive Paid Time Off
• Employee Assistance Program - mental, physical, and financial wellness assistance
• Tuition Reimbursement/Assistance for qualified applicants
• Excellent shift differentials, bonus potential for extra shifts, employee referral program
• Professional development opportunities including 100% reimbursement for LPN-to-RN bridge program
• And much more...

Position Summary

The Administrative Assistant and Medical Staff Coordinator provides administrative support to hospital administration, to include scheduling, meeting coordination, event planning, and a variety of duties as assigned.

Reports to: Chief Executive Officer (CEO)

FLSA Status: Non-Exempt

Job Requirements

Minimum Education and Experience

• Associate Degree in Administrative Support, Office Management, or related experience preferred, High School, Required
• Three years of administrative experience, Required

Required Skills

• Excellent oral and written communication skills, with experience using Microsoft Office, Excel, Word, PowerPoint, Outlook, and TEAMS.
• Requires critical thinking skills, decisive judgement and the ability to work with minimal supervision.
• Must be able to work in a stressful environment and take appropriate action, according to facility Code of Conduct and Core Values.
• Previous experience on Lawson, Kronos, and Labor‑lytics software preferred.
• Must work closely with CEO, CNO, CFO, People Services Director, Department Managers, Board of Directors and Medical Staff.
• Ability to work normal business hours and overtime as needed.
• Verbal and written ability to give information and present ideas essential in administrative management, if requested.
• Familiarity with organization and functions of each hospital department.
• Ability to problem‑solve effectively and handle stress in a positive manner.
• Maintain harmonious relationships with nursing personnel, medical staff, hospital administration, and all hospital departments.

Essential Functions

• Responsible for fostering good relations in all encounters between customers, employees and patients.
• Maintain profound professional skills and ensures strict confidentiality.
• Composes, types, and transcribes correspondence, forms, reports, minutes, presentation materials and other written communications.
• Manages preparations for senior management and department director meetings, records minutes as needed
• Plans and completes special projects and assignments by the CEO, organizes Board and Leadership group social events, retreats, as well as other requested activities.
• Prepare Administrative Call Schedule; complete applications for Hospital License, AHA annual survey, VHHA annual survey and any other documentation necessary for continued operations of the facility.
• Answer and screen calls for the CEO/CNO/CFO.
• Pick up and deliver mail for CEO/CNO/CFO; pen, read, sort and prioritize mail.
• Schedule and maintain appointment calendar for CEO.
• Order office supplies as needed for office equipment; execute work order(s) for repair of office equipment.
• Ensure that timecards and sheets are processed in a timely manner for administrative department.
• General knowledge of the Joint Commission standards within administrative department.
• Prepares materials, agendas, minutes, etc., for meetings and events as assigned. Takes minutes for each.
• Assists with Board of Trustee packets for monthly meetings. Schedules meetings and forwards to Board members, updating/revising as necessary. Communicates information from the CEO and the HSC timely to Board members. Works with HSC to assure Board of Trustee Bylaws are up to date.
• Forwards recommendations to the HSC contact that need DLP Joint Venture Board approval.
• Prepares materials for board meetings as requested. Coordinates with accountant for presentation of annual financials. Forwards invoices/applications to accountant for processing.
• Plans/coordinates special functions as requested.
• Coordinates with the HSC Recruitment Department to schedule executive level interviews.
• Assists with coordination of quarterly Town Hall meetings, including scheduling/setting up room, ordering food, purchasing prizes, final slide deck revisions, and employee notifications.
• Processes monthly invoice via P-card and renews quarterly subscription.
• Processes Kronos edit slips for administrative department.
• Maintains and coordinates the contract files for all entities and serves as the Administrator of the MediTract and Contract Collaborator systems. Notifies Executive Management and the appropriate Department Managers of contract termination dates and ensures that all contract renewals are completed timely.

Functional Demands

• Demonstrates adequate problem solving skills
• Reading, writing, speech, hearing and visual acuity are necessary in order to perform job
• Extended periods of sitting at a desk/keyboard; bending and reaching in normal course of filing, data retrieval and occasional lifting
• Standing, sitting, walking, occasionally throughout the day
• May be required to lift up to 30 lbs.
• Requires good analytical and communication skills
• Requires minimal supervision
• Adheres to hospital and departmental policies
• Demonstrates consideration and respect toward others
• Willing and able to adjust work schedule, as reasonably necessary, to meet the needs of hospital and departmental schedules

EEOC Statement

Jackson Purchase Medical Center is committed to providing Equal Employment Opportunities for all applicants and employees and complies with all applicable laws prohibiting discrimination against any employee or applicant for employment because of color, race, sex, age, religion, national origin, disability, genetic information, gender identity, sexual orientation, veterans' status or any other basis protected by applicable federal, state or local law.

Lifepoint Health is a leader in community‑based care and driven by a mission of Making Communities Healthier. Our diversified healthcare delivery network spans 29 states and includes 63 community hospital campuses, 32 rehabilitation and behavioral health hospitals, and more than 170 additional sites of care across the healthcare continuum, such as acute rehabilitation units, outpatient centers and post‑acute care facilities. We believe that success is achieved through talented people. We want to create places where employees want to work, with opportunities to pursue meaningful and satisfying careers that truly make a difference in communities across the country.