Administrative Assistant, Senior

Who We Are:
People are our passion and purpose. Come work where you are appreciated for who you are not just what you can do. Lake Cumberland Regional Hospital is a modern, state-of-the-art 295-bed acute care facility, offering an advanced neurosurgery program with Spine Center accreditation amongst other specialty services.

Where We Are:
The City of Somerset blends southern hospitality with abundant recreational opportunities including a 65,000-acre lake with 1,200 miles of shoreline. Somerset is host to nationally recognized, high quality performing and visual arts, concerts and other special events to the community.

Why Choose Us:
- Health (Medical, Dental, Vision) and 401K Benefits for full-time employees
- Competitive Paid Time Off / Extended Illness Bank package for full-time employees
- Employee Assistance Program - mental, physical, and financial wellness assistance
- Tuition Reimbursement/Assistance for qualified applicants
- Professional Development and Growth Opportunities
- And much more...

Job Summary:

The Senior Administrative Assistant 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

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 Laborlytics 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.
- Demonstrates adequate problem solving skills
- 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

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.

Non-Essential Functions:

- Position serves both internal co-workers and external customers, clients, and contractors.
- Access to and/or works with sensitive and/or confidential information.
- Perform other duties as assigned

Physical and Mental Demands:

- 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.

Education:

- 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.

EEOC Statement

Lake Cumberland Regional Hospital 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.