Administrative Assistant

PRIMARY FUNCTION

The Administrative Assistant supports the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and other members of the Senior Team at Keefe Memorial Hospital (KMH) and Clinics. They are responsible for the efficiency of day-to-day executive office operations. The ability to stay focused and multitask are characteristics that must be demonstrated in this position. It is essential that the Executive Assistant keeps a positive, respectful, and professional atmosphere, and is very discrete in handling confidential information. This position supports a range of tasks related to the organization, including contracts.

Complies with department and organization-wide policies, Critical Access Hospital requirements, Safety and Infection Control, and all Federal and State of Colorado regulations related to the performance of Keefe Memorial Hospital operations and requirements of the compliance program.

SIGNIFICANT DUTIES

• Performs clerical duties such as typing letters and multi-page documents, taking minutes, maintaining files, organizing documents, faxing, and scanning as needed.
• Ability to oversee and update policies and procedures, time allotment sheets, staff development plans and assist monthly call schedule as needed.
• Provides high-level administrative support and assistance to the CEO and/or other assigned senior leadership staff.
• Performs clerical and administrative tasks including answering phones, maintaining records, drafting letters, memos, invoices, reports, contracts, and other documents for the CEO and CFO.
• Arranges travel and accommodations as needed.
• Schedules and attends meetings, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Creates and updates forms for KMH.
• Creates PowerPoints and excel documents as needed.
• Maintains executive schedule and acts as the liaison for the senior leadership team.
• Helps plan and organize events such as meetings and business luncheons.
• Ability to create, proofread and format documents.
• Assists staff in coordinating training dates for BLS, ATLS/TNCC/PALS etc.
• Creates and updates organization charts and process flows.
• Assists other departments with clerical tasks as needed.
• Provides technical assistance as needed, such as converting files to different file formats, copying files, setting up links, setting up equipment for webinars, etc.
• Performs other duties as assigned.

GENERAL REQUIREMENTS

• Demonstrates commitment to the organizational mission, vision, and core values.
• Knowledge of federal and state regulations related to relative practice area.
• Maintains current knowledge of department and hospital operations, local and industry trends and practices, market forces and outside regulatory requirements.
• Identifies opportunities and challenges to the departmentsâ services and apply this knowledge to develop new or enhance existing policies, procedures, systems, and services.
• Demonstrates effective relationships with hospital staff, patients, public, outside agencies, and providers.
• Communicates effectively verbally and in writing.
• Maintains confidentiality of information.
• Exercises professional judgment, courtesy, and professionalism in daily interactions with others.
• Establishes and maintains effective working relationships with health care team members and diverse patient populations.
• Note: This position is on-site Monday â Friday, 8:30 â 5:00 pm. Some overtime necessary.

There will be opportunities for other duties as this position may evolve and policies and training may change. Reasonable accommodations will be reviewed, and modifications may be made according to ADA guidelines.

Utilizes proper body mechanics, transfer/lifting techniques, and appropriate equipment to minimize fall risk to patient and injury to self.

Place of work