Assistant to the Administration Department

Pay Range:

The base pay range for this position is

however, base pay offered may vary depending on job-related knowledge, skills, and experience.

Job Title: Administrative Assistant

Department: Administration

Reports to: Executive Assistant to the CEO

Classification: Hourly

Position Overview:

Provide administrative and secretarial support for the Hospital Administrative Staff, Leadership Team and the Board of Commissioners. Interface with high level internal/external contacts requiring considerable discretion and initiative. Work independently, exercise judgment, and provide clerical support to various staff members.

Essential Functions:

• Arrange and organize internal and external meetings and special events, e.g., notices, location, special needs, catering, materials, etc.
• Assess and prioritize work assignments from multiple staff in order to meet deadlines.
• Consult appropriate staff and resources to respond accurately to inquiries from the public, Board of Commissioners, physicians, and other staff and agencies.
• Obtain information from other agencies or sources to complete projects and reports.
• Make appropriate decisions after acquiring pertinent information from individuals and/or resources with managerial supervision when necessary.
• Oversee office equipment functionality, report problems to appropriate individuals, and ensure necessary supplies are readily available for staff.
• Prepare confidential documents and maintain confidentiality for all forms of communication.
• Effectively communicate with others through verbal and written skills to accomplish tasks and projects.
• Coordinate patient concerns received by noting pertinent information and expectations and document in risk reporting system and when needed forward to Quality Resources Director or appropriate Department Leader for resolution and response.
• Communicate building maintenance information and safety protocols when necessary.
• Coordinate outside vendor services for Administration and others as needed.
• Operate standard office equipment.
• Have proficiency in using Microsoft Suite.
• Possess skills in composing written communications with accuracy in spelling and grammar.
• Utilize internal programs and software.
• Assist other hospital departments, team leaders, and Board of Commissioners in addition to regular responsibilities of position.
• Establish a competent and mutually respectful working relationship with commissioners, physicians, foundation officers, attorneys and other key personnel affiliated with Pullman Regional.
• Interact with others in a professional manner.
• Produce work that meets hospital guidelines and is complete and accurate.
• Familiarize with and follow hospital policies and procedures.
• Report any known risks to employee or patient safety on the high reliability platform.
• Partake in hospital activities and events beyond scope of duties.
• Participate in continuing education activities when necessary.
• Consistently complete work with a high degree of accuracy and within timeframes required.
• Coordinate appointments and meetings for Administration and Leadership staff.
• Consistently complete assignments and follow-up as necessary.
• Accept accountability for work performance in accomplishing duties and responsibilities.
• Demonstrate a professional demeanor when representing Pullman Regional at community events.
• Assist team leaders with conference procedures and travel arrangements.
• Aid visitors/patients as needed with locating specific services or departments and provide general information.
• Support tenants as needed with building maintenance needs.
• Identify safety concerns and actively seek to resolve these issues.
• Be accountable for the well-being of the larger organization by operating in service, rather than in control, of those around us.
• Consistently communicate and collaborate with colleagues about decisions which involve legal and ethical issues.
• Approach situations with an inclusivity.

Non-Essential Functions:

• Any other duties as needed to drive towards the vision, fulfil the mission, and abide by the values of the organization.

Required Education, Licensure, Certifications, & Experience:

• Associates degree in Business Administration, Office Administration, Executive Assisting, or Medical Office Administration. 2 years of relevant experience may be substituted for education.

Preferred Education, Certifications, & Experience:

• 5 years experience in an administrative support role

Physical Requirements:

• Sitting: 80% Standing/Walking 20%
• Occasional lifting/carrying of supplies and equipment weighing between 20-40 pounds.
• Occasional pushing/pulling of supplies and equipment weighing between 20-40 pounds.
• Occasional reaching for items on low shelves and to get into low cabinets.
• Occasional driving when needed to run errands or set up events.
• Frequent speaking to impart information to coworkers and public.
• Frequent hearing to understand and distinguish speech and/or other sounds.
• Frequent use of fingers/hands to perform work tasks with computer, typewriter, and telephone.
• Frequent talking/hearing/seeing to perform public relations tasks.

Environmental Conditions:

• Location:  Inside.
• Minimal risk of injury due to proximity of moving parts on computer printer, typewriter, and copier.
• Minimal exposure to biohazardous materials.

Travel Requirements:

As needed for meetings, events, or continuing education.

Company Perks:

Our employees are our most important asset and that’s reflected in our benefits. Pullman Regional is proud to offer a variety of benefits to support employees and their families, including:

• Medical/Vision, Dental, Health Savings Account, and Paid Leave Time
• Employer Paid Life Insurance and Long-Term Disability
• Retirement with Employer Matching Contributions
• Voluntary Benefits that include: Life Insurance, Critical Illness, Accident Insurance, and Short-Term Disability
• Services Discount and EAP Resources

A Few More Important Points:

The job posting highlights the most critical responsibilities and requirements of the job. It is not all-inclusive. There may be additional duties, responsibilities, and qualifications for this job.

Disability Contacts:

Applicants with disabilities who require assistance or accommodation should contact Human Resources at humanresources@pullmanregional.org

Current Pullman Regional Employees:

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