Sr Administrative Assistant - Full Time - Days

Why work for Nebraska Methodist Health System?
At Nebraska Methodist Health System, we focus on providing exceptional care to the communities we serve and people we employ. We call it The Meaning of Care – a culture that has and will continue to set us apart. It’s helping families grow by making each delivery special, conveying a difficult diagnosis with a compassionate touch, going above and beyond for a patient’s needs, or giving a high five when a patient beats a disease or conquers a personal health challenge. We offer competitive pay, excellent benefits and a great work environment where all employees are valued! Most importantly, our employees are part of a team that makes a real difference in the communities we live and work in.

Job Summary:

Location: Methodist Hospital
Address: 8303 Dodge St, Omaha, NE

Work Schedule: Monday-Friday, 6:30am to 3:00pm

Provides advanced clerical and administrative support to departments/multiple work units; generally supports Vice Presidents or similar senior positions in executive functions and projects.

Responsibilities:

Essential Job Functions

Promotes positive impression and welcoming environment through customer service.

• Courteously greets and gives directions to patients, family members, visitors, physicians, staff, and other customers.
• Serves as primary intermediary contact between staff, physicians, vendors and the general public.
• Maintains safe, clean and neat work environment.
• Provides prompt response and follow-up.
• Demonstrates excellent communication style and interpersonal communication skills with patients/families/customers.

Provides high-level administrative and project support to executive staff.

• Manages leadership calendars, appointments, Board meeting agendas/scheduling/minutes, external/public commitments, travel and reimbursement arrangements.
• Confers with appropriate personnel when scheduling conflicts occur.
• Proofreads and edits materials for grammatical and factual accuracy.
• May prepare/distribute/maintain confidential communications, documents, and contracts.
  • This will be accomplished by limiting access of, and conversations regarding, materials and information to only those who are in direct need of the information.
  • 110 confidentiality of desk information, all papers and files.
• May create budget documents and organize expense maintenance and reporting.
  • Types reports and correspondence, create forms, etc. with minimal errors in an acceptable time frame.
• May draft PowerPoint presentations.

Provides administrative assistance to vice presidents to ensure appropriate time management of Vice President and successful job performance.

• ​This will be accomplished by drafting correspondence, staff announcements, and policies/procedures; maintaining calendars, preparing special reports; and preparing V.P. for meetings and presentations.
• Planning and prioritizing work.
• Planning and prioritizing to ensure we meet deadlines.
• Assisting with calendar management to compliment work style and workload.

Provides clerical support to ensure completion of routine tasks.

• This will be accomplished by maintaining department files; scheduling rooms; food service and equipment for meetings and social events; and answering phones.

Assists with division projects to ensure work is performed in a competent manner.

• This will be accomplished by assigning tasks, tracking progress, coordinating project tasks, training, and other duties to ensure positive outcome to project.
• Meet deadlines with minimal issues.

Manages day-to-day operations of office to ensure smooth workflow.

• This will be accomplished by coordinating calendar, e-mail/voicemail/system; performing purchasing and accounts payable functions; handling dues and subscriptions, implementing repair requests, performing customer service, and coordinating files and documents.
• Smooth day-to-day operations.
• Ability to handle day-to-day assignments.
• Answers telephones promptly, courteously, and with a smile; identifies self and department/area.
• If applicable, makes announcements and/or operates call system in a professional manner.
• Copies, scans, faxes, and distributes information as required/requested.

Coordinates presentations, meetings, and speaking engagements to ensure success of presenter.

• This will be accomplished by scheduling events, conducting registrations, coordinating travel arrangements and conference calls, and designing and preparing presentation materials.
• No issues with