ADMINISTRATIVE ASSISTANT chez Natchitoches Regional Medical Center

Description

Position Summary

This Administrative Assistant position is based in the Resource Building, with the primary home department being Human Resources. The role provides comprehensive administrative and clerical support to the Human Resources Department, as well as to other departments within the Resource Building, including Education, Public Relations, and the Foundation.

Key responsibilities include serving as the front desk representative for the Human Resources Building, answering and screening telephone calls, greeting visitors, and assisting individuals seeking support from HR staff regarding internal associate or external customer matters. The Administrative Assistant attends meetings, takes minutes for staff and interdisciplinary teams as required, and manages the preparation and distribution of related materials.

Additional duties involve transcribing documents using a computer or typewriter, maintaining contract and administrative files, assisting with special projects under the guidance of the HR Director, and ensuring timely and accurate communication across departments. The role also involves creating spreadsheets, routing calls appropriately, and delivering exceptional customer service in person, by phone, and via email.

The Administrative Assistant plays a key role in coordinating and executing office support functions that align with departmental goals and objectives. This position also serves as a point of contact for the public, providing accurate information and assistance regarding department policies and procedures.

Primary Responsibilities

1. Directs customers to appropriate area of building (Flow Facilitator), answers/directs phone calls accordingly, and responds to routine inquires.

2. Maintaining physical and digital files for employees and their documents.

3. Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff alongside.

4. Ensure strict confidentiality and compliance with legal standards in managing personnel documentation.

5. Maintains and assures confidentiality and compliance with legal employment filing standards of all personnel records and related documentation.

6. Maintains schedule for booking of rooms and makes arranges tables and chairs as needed for meetings and/or events e.g. biweekly orientation

7. Assists with renting out and maintaining of education study materials. 

8. Securing payment/providing receipts for education classes. 

9. Retrieves/delivers mail and materials as required.

10. Orders office supplies and equipment as directed. 

11. Track orientation documentation data and assists in scheduling for orientation when new hire is ready and has completed their onboarding requirements.

12. Assisting Foundation/Public Relations with dispersing of Hospital Week gifts.

13. Assist with ad-hoc administrative tasks to support a smooth office environment.

14. Performs other duties as assigned.

Competencies

1. Ability to use appropriate discretion in handling confidential information and materials.

2. Ability to interact pleasantly with the public and co-workers in person and on the telephone.

3. Ability to learn and adhere to all NRMC policies and procedures.

4. Ability to interact with all customers (co-workers, physicians, vendors, etc.) of NRMC with hospitality and the highest standards of customer service, exhibiting professionalism and a spirit of teamwork. Each associate should have an understanding that he or she represents the facility and should act accordingly and in a manner that demonstrates respect and pride for this organization.

5. Working knowledge of basic record keeping practices and procedures.

6. Working knowledge of basic bookkeeping practices and procedures.

7. Knowledge of computer software, Microsoft Word, Microsoft Excel, PowerPoint, etc.

8. Basic knowledge of English grammar and composition.

9. Ability to communicate effectively both orally and in written form.

10. Ability to effectively plan and organize work. 

Supervisory Responsibility

None.

Requirements

Required Education and Experience

1. High School Diploma from an accredited high school, or GED, with appropriate

business courses, typing, and computer training required.

Preferred Education and Experience

1. Post high school business and/or secretarial training preferred.

2. Previous secretarial experience preferred.