Administrative Services Assistant

The ESH Administrative Services Assistant is responsible for proactively managing a wide range of administrative duties required to directly support the ESH Chief Administrative Officer, Chief Nursing Officer, and other leaders as assigned. The ESH Administrative Services Assistant is responsible for office operations, executive operations and event planning, serving as an internal and external liaison, the coordination of projects, ensuring all appropriate policies and procedures are followed, and serving as the point of contact for a wide variety of administrative issues and questions. Position to address requests regarding ESH operations, policies and procedures and important operational events to ensure objectives are met and/or addressed. Clearly communicate and respond to inquiries in a timely manner with consideration of ESH mission and principles. Provides daily support and leadership to assigned support staff within Hospital Administration. In collaboration with the Hospital Administration, will collaborate to establish and ensure standard operating procedures are updated, maintained and utilized for all core functions. Solicit feedback regarding the quality of service from senior leaders and customers. Use this feedback and other input to continuously improve the team's daily procedures. Responsible for implementing any initiatives to improve service or adjust workload. Position to prioritize requests for meetings and/or refer requests to appropriate internal resource. Position to ensure meeting requests are accompanied by clear notation of objectives, participants and other logistical information. Position to develop and/or delegate job tasks to ensure minutes and other preparatory activities have been completed prior to the meeting. Position responsible for maintaining historical files and drafting confidential and highly sensitive correspondence. Responsible to coordinate long-term or large-scale executive level projects from inception to completion. Responsible to provide accurate and efficient responses in highly confidential and high level projects. Partners with ESH executive and senior leadership to identify processes and workflows for improvement, and provides appropriate feedback for necessary changes. Proactively manages timelines for projects assigned to them or team, regularly updates involved parties on project status, and works to ensure timely completion of the project. Clearly identifies a project's appropriate stakeholders and their needs and expectations. Works with stakeholders to define a project's scope and requirements, and create a project plan to achieve the desired outcome. Prepares and delivers professional communications including, but not limited to, meeting tools, presentations, reports, and business reports. Work in partnership with other stakeholders (internal and external) throughout the enterprise to meet objectives and associated requirements. Develops and secures effective working relationships with peers, supervisors and project leaders within and across organizational lines to achieve desired outcomes. Involves others in developing strategy, corresponding tactics and in setting and evaluating performance objectives and measures. Supports the development of less experienced employees. Thinks broadly and long-term, recognizing the impact of decisions and actions on the entire enterprise and its clients (internal and external) over time. Invites information, constructive criticism and cooperation from others. Balances the ideal with the practical in achieving results. Promotes the importance of employee engagement to drive business success. Creates and maintains a strong service orientation. Promotes a positive organizational culture at all levels of leadership and employees.  Work in partnership with other stakeholders (internal and external) throughout the enterprise to meet objectives and associated requirements. Develops and secures effective working relationships with peers, supervisors and project leaders within and across organizational lines to achieve desired outcomes. Involves others in developing strategy, corresponding tactics and in setting and evaluating performance objectives and measures. Supports the development of less experienced employees. Thinks broadly and long-term, recognizing the impact of decisions and actions on the entire enterprise and its clients (internal and external) over time. Invites information, constructive criticism and cooperation from others. Balances the ideal with the practical in achieving results. Promotes the importance of employee engagement to drive business success. Creates and maintains a strong service orientation. Promotes a positive organizational culture at all levels of leadership and employees. Responsible to analyze financial and operational details within areas of oversight to identify development, improvement, and cost-reduction opportunities. Prepares and assists with areas' budget development to include projections and recommendations. Monitors expense trends and controls all purchasing business procedures of the administrative support staff. Provides recommendations for change in workflow and processes related to business procedures. Ensures adherence to all ESH, University and UK HealthCare purchasing policies and procedures. Identifies and provides meaningful data analysis and standard reporting in the support of the entity-based triad. Facilitates the development of report and analytical requirements to meet identified business needs, including dashboards, reports, modeling, etc. Deliver data in support of human capital strategy and decision making. Recommends, develops and runs reports to support initiatives and projects. Recommends data to support evidence-based practices.  

High school/GED and at least three year of experience required. 

Organizational skills, exceptional and positive communication, adaptability, and ability to contribute positive to project management and quality of patient care. Must have knowledge of Microsoft word, Excel, Powerpoint. The employee shall become familiar with HIPAA regulations and do their utmost to protect all protected health information (PHI) and other personal or sensitive information within their trust in the course of state business by applying appropriate safeguards and sharing only the information required to deliver agency services. Any personal or sensitive information overheard or seen by the employee will be kept confidential by not sharing it with others, on or off the work-site grounds.