Senior Administrative Assistant

Your experience matters 

At UP Health System - Marquette, we are committed to empowering and supporting a diverse and determined workforce who can drive quality, scalability, and significant impact across our hospitals and communities. In your role, you'll support those that are in our facilities who are interfacing and providing care to our patients and community members. We believe that our collective efforts will shape a healthier future for the communities we serve.

What we offer

Fundamental to providing great care is supporting and rewarding our team. In addition to your base compensation, this position also offers:  

• 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
• And much more...

About Us 

People are our passion and purpose. Come work where you are appreciated for who you are not just what you can do. UPHS - Marquette is a 222 bed hospital in Marquette, MI and houses the region's only Level II Trauma Center and Neonatal Intensive Care Unit (NICU). We also provide outreach with programs like annual health and safety fairs, health screenings for the entire family and more to keep our community healthy!

In Marquette our fascinating history, rural landscape, abundant recreational opportunities, and welcoming people make the Upper Peninsula someplace special. From a thriving culinary scene to charming shops to historic lighthouses and museums, there is something for everyone in this beautiful lakeside gem.

How you'll contribute 

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

Qualifications and requirements 

Minimum Education: Associate Degree in Administrative Support, Office Management, or related experience preferred, High School Diploma required.
Three years of administrative experience required.

Requirements: 

• 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.
• 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.
  
   

EEOC Statement:

UP Health System - Marquette 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.