Sr Administrative Assistant

Nebraska Methodist Health System; Omaha (NE); On-site; USD 42,000 - 56,000; Full time

Job summary

Nebraska Methodist Health System in Omaha, NE, is seeking an experienced Administrative Assistant to provide high-level clerical and executive support across departments.

You will manage calendars and correspondence, prepare reports, coordinate meetings and travel, and handle confidential information with discretion.

Qualifications

• Minimum 5-7 years administrative experience.
• Experience supporting leadership staff in a large organization preferred.
• Excellent interpersonal and customer service skills.
• Knowledge of medical terminology.

Responsibilities

• Promotes positive impression and welcoming environment through customer service.
• Manages leadership calendars, appointments, Board meeting agendas/scheduling/minutes, travel and reimbursement arrangements.
• Proofreads and edits materials for grammatical and factual accuracy.
• May draft correspondence and confidential communications.

Skills

Customer service

Communication

MS Office

Medical terminology

Education

High School Diploma or GED

Associates degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Why work for Nebraska Methodist Health System?

At Nebraska Methodist Health System, we focus on providing exceptional care to the communities we serve and people we employ. We call it The Meaning of Care — a culture that has and will continue to set us apart. It’s helping families grow by making each delivery special, conveying a difficult diagnosis with a compassionate touch, going above and beyond for a patient’s needs, or giving a high five when a patient beats a disease or conquers a personal health challenge. We offer competitive pay, excellent benefits and a great work environment where all employees are valued! Most importantly, our employees are part of a team that makes a real difference in the communities we live and work in.

Job Summary

Location: Methodist Women’s Hospital

Address: 707 N. 190th Plaza – Elkhorn, NE

Work Shift: 7:30am-4:00pm Monday through Friday

Provides advanced clerical and administrative support to departments/multiple work units; generally supports Vice Presidents or similar senior positions in executive functions and projects.

Responsibilities

Essential Job Functions

Promotes positive impression and welcoming environment through customer service.

• Courteously greets and gives directions to patients, family members, visitors, physicians, staff, and other customers.
• Serves as primary intermediary contact between staff, physicians, vendors and the general public.
• Maintains safe, clean and neat work environment.
• Provides prompt response and follow‑up.
• Demonstrates excellent communication style and interpersonal communication skills with patients/families/customers.

Provides high‑level administrative and project support to executive staff.

• Manages leadership calendars, appointments, Board meeting agendas/scheduling/minutes, external/public commitments, travel and reimbursement arrangements.
• Confers with appropriate personnel when scheduling conflicts occur.
• Proofreads and edits materials for grammatical and factual accuracy.
• May prepare/distribute/maintain confidential communications, documents, and contracts.
• This will be accomplished by limiting access of, and conversations regarding, materials and information to only those who are in direct need of the information.
• 110 confidentiality of desk information, all papers and files.
• May create budget documents and organize expense maintenance and reporting.
• Types reports and correspondence, create forms, etc. with minimal errors in an acceptable time frame.
• May draft PowerPoint presentations.

Provides administrative assistance to vice presidents to ensure appropriate time management of Vice President and successful job performance.

• This will be accomplished by drafting correspondence, staff announcements, and policies/procedures; maintaining calendars, preparing special reports; and preparing V.P. for meetings and presentations.
• Planning and prioritizing work.
• Planning and prioritizing to ensure we meet deadlines.
• Assisting with calendar management to compliment work style and workload.

Provides clerical support to ensure completion of routine tasks.

• This will be accomplished by maintaining department files; scheduling rooms; food service and equipment for meetings and social events; and answering phones.

Assists with division projects to ensure work is performed in a competent manner.

• This will be accomplished by assigning tasks, tracking progress, coordinating project tasks, training, and other duties to ensure positive outcome to project.
• Meet deadlines with minimal issues.

Manages day-to-day operations of office to ensure smooth workflow.

• This will be accomplished by coordinating calendar, e‑mail/voicemail/system; performing purchasing and accounts payable functions; handling dues and subscriptions, implementing repair requests, performing customer service, and coordinating files and documents.
• Smooth day‑to‑day operations.
• Ability to handle day‑to‑day assignments.
• Answers telephones promptly, courteously, and with a smile; identifies self and department/area.
• If applicable, makes announcements and/or operates call system in a professional manner.
• Copies, scans, faxes, and distributes information as required/requested.

Coordinates presentations, meetings, and speaking engagements to ensure success of presenter.

• This will be accomplished by scheduling events, conducting registrations, coordinating travel arrangements and conference calls, and designing and preparing presentation materials.
• No issues with travel arrangements.
• Coordinating best options for travel arrangements.

Schedule

Days, Monday-Friday

Job Description

Job Requirements

Education

• High School Diploma or General Educational Development (G.E.D.) required.
• Associates degree in relevant field preferred.

Experience

• Minimum of 5-7 years administrative experience required.
• Prior experience supporting leadership staff in a large organization preferred.

License/Certifications

• American Heart Association Basic Life Support (BLS) preferred for MJE Women’s and Newborns.

Skills/Knowledge/Abilities

• Excellent interpersonal and customer service skills necessary to communicate with physicians, callers, visitors, patients, family, and team members by verbal and written communication.
• Skills in preparing reports, performing calculations, keeping records, and dealing effectively with people.
• Ability to coordinate large email or postal communications.
• Knowledge of Medical terminology.
• Ability to utilize a variety of computer applications, including Microsoft Outlook, Word, Excel and PowerPoint.
• Excellent grammar, punctuation, spelling, and presentation layout skills.
• Knowledge of office procedures and principles of record keeping.
• Proficient in presentation preparation.
• Excellent customer service skills, ability to maintain confidentiality and professional rapport.
• Must have excellent verbal and written communication skills; be able to handle multiple tasks and meet tight deadlines with little or no supervision; be detail oriented, highly organized, and maintain a professional image.
• Must be computer literate with exceptional keyboarding skills and sound knowledge of work processing, spreadsheet development/management, and graphics applications (at an advanced level, specifically Microsoft Office applications).

Physical Requirements

Weight Demands

• Light Work – Exerting up to 20 pounds of force.

Physical Activity

• Not necessary for the position (0%):
• Climbing
• Crawling
• Kneeling
• Occasionally Performed (1%-33%):
• Balancing
• Carrying
• Crouching
• Distinguish colors
• Grasping
• Lifting
• Pulling/Pushing
• Standing
• Stooping/bending
• Twisting
• Walking
• Frequently Performed (34%-66%):
• Fingering/Touching
• Keyboarding/typing
• Reaching
• Repetitive Motions
• Sitting
• Speaking/talking
• Constantly Performed (67%-100%):
• Hearing
• Seeing/Visual

Job Hazards

• Not Related:
• Chemical agents (Toxic, Corrosive, Flammable, Latex)
• Biological agents (primary air born and blood born viruses) (Jobs with Patient contact) Blood or Body Fluid (BBF)
• Physical hazards (noise, temperature, lighting, wet floors, outdoors, sharps) (more than ordinary office environment)
• Equipment/Machinery/Tools
• Explosives (pressurized gas)
• Electrical Shock/Static
• Radiation Alpha, Beta and Gamma (particles such as Xray, Cat Scan, Gamma Knife, etc)
• Radiation NonIonizing (Ultraviolet, visible light, infrared and microwaves that causes injuries to tissue or thermal or photochemical means)
• Mechanical moving parts/vibrations
• Note: Safety Officer can assist with identification of job hazards

About Methodist

Nebraska Methodist Health System is made up of four hospitals in Nebraska and southwest Iowa, more than 30 clinic locations, a nursing and allied health college, and a medical supply distributorship and central laundry facility. From the day Methodist Hospital was chartered in 1891, service to our communities has been a top priority. Financial assistance, health education, outreach to our diverse communities and populations, and other community benefit activities have always been central to our mission.

Nebraska Methodist Health System is an Aff­irmative Action/Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity, or any other classification protected by Federal, state or local law.