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Cherokee Indian Hospital · 3 hours ago

Administrative Assistant

CIHA, CHEROKEE, NC, US

Full-time

Onsite

Entry Level

3+ years exp

Cherokee Indian Hospital is dedicated to providing healthcare services to the community, and they are seeking an Administrative Assistant to support the Executive Directors. The role involves coordinating clerical and secretarial functions, managing calendars, and providing support for various administrative tasks.

Health CareHospitalWellness

Responsibilities

Serves as confidential administrative and office assistant to the Director of Operations, Director of Finance, Director of Nursing, Public Relations Officer, Director of Engineering, Director of Human Resources, and Medical Director as assigned

Coordinates, processes and reconciles travel for the Executive Directors and the managers/employees within those divisions, as determined by the Senior Executive Assistant and/or Executive Director

May assist patients and staff with concerns and questions based on knowledge and experience

Schedules and coordinates the Executive Director’s calendar and appointments. Confirms meetings, appointments, conferences, and screens phone calls as requested

Answers all phone calls to the Executive office and screens calls for the Executive Directors

Write and distributes emails, documents, polices and official communications to all staff members as delegated

Performs typing and transcription duties for regular and special departmental meetings, conferences, committee meetings and other duties as assigned

Arranges and participates in conferences and committee meetings as assigned by the Executive Director and/or Senior Executive Assistant

Maintains agendas, minutes and attendance; secretarial support, research data, and sends reminders for upcoming meetings

Manages and maintains all conference rooms and conference room calendar requests within the organization

Coordinates the activities of and provides professional service to the sub-committees of the Governing Board as assigned

Serves as recording secretary for weekly manger meetings and other meetings of the Executive Directors as needed

Serves as timekeeper for the staff of the Executive Directors as assigned

May assist in maintaining documentation of verification of current licensure, CE credits, and documentation of completion of required trainings for all licensed staff that are not credentialed through the medical staff process

Assists in coordinating rotations for students of pharmacy, physical therapy, nutrition, nursing, respiratory therapy, and radiology. This duty includes coordinating contractual obligations between CIHA and the students’ university

Maintains constant communication with the Executive Directors to advise of situations and remain informed of going operations

Coordinates obtaining signatures and approval for official business documents

Maintains spreadsheets, polices, documents and other electronic documents as assigned by the Executive Director or Senior Executive Assistant

Builds and maintains a working relationship with outside entities that may work in conjunction with the organization

Performs related duties as assigned

Qualification

Microsoft Office SuiteAdministrative SupportData Entry AccuracySAGE KnowledgeInvoicing ProceduresCustomer ServiceCommunication SkillsOrganizational SkillsTeamworkAttention to Detail

Required

An Associate Degree in Business or a Health related field is required as well as a minimum of three years' experience in a professional office setting

Business/Secretarial and computer classes are required to provide skills essential to perform job duties with three years' work experience

Must possess a valid state driver's license

Must have thorough understanding and participate in the review process by the Joint Commission Standards for the Accreditation of Hospitals

Possess ability to carry-out these complex standards in independent manner as they require constant attention to detail

Must have ability to work with all staff to ensure that standards are met

Must have knowledge of the policies, procedures, and operational guidelines of the CIHA

Must have knowledge of general office procedures

Must have knowledge of CIHA personnel policies

Must demonstrate dependability, maturity, and judgment in performance of duties

Knowledge of modern secretarial and general office principles, practices, techniques, and Federal and State reporting requirements

Must demonstrate a high level of skilled in the use of word-processing software on desk-top professional computers (e.g. Microsoft Word, Excel, Outlook, PowerPoint, and Access), operate printers, copier, and fax machines as well as other office equipment required

Must have knowledge of invoicing and purchasing procedures

For time keeping purposes must have knowledge of SAGE

Ability to understand and execute complex oral or written instructions and to apply extensive and obscure guidelines to a wide variety of work situations

Ability to establish and maintain effective working relationships with other employees, public and private officials, contractors, and the general public

Must have the ability to accurately deal with difficult dictation

Must have the ability to write correspondence, compile data, analyze data and make concise, accurate reports and recommendations

Must have the ability to organize work, deal effectively with the public, communicate effectively both verbally and in writing, follow instructions and work as a member of a group or independently

Knowledge of Cherokee culture and tribal operations is required

Ability to take directions and carry out orders effectively with minimal or no supervision

Must be able to adapt in stressful situations when dealing with disgruntled patients