ADMINISTRATIVE ASST - MARKETING

North Oaks Health System   Hammond, LA   Full-time     Administration / Clerical
Posted on February 8, 2024
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Status:  Full Time

Shift:     FT; 40 hours/week

Exempt: No 

Summary:
Responsible for providing administrative and analytical support to the Business Development department, including, but not limited to Corporate and Hospital Communications, Marketing/Business Development, Print and Production and Volunteer Services. 

Other information:

1. At least 5 years of administrative or executive experience preferred. Proficiency in the use of computer, Microsoft applications, spreadsheet and any other programs as deemed necessary. Must have excellent written and verbal skills and pleasant telephone etiquette.

2. Specialized or Technical Education Required: High School Diploma, but Secretarial Science degree or college preferred.

3. Manual or Physical Skill Required: Keyboarding and excellent telephone skills.

4. Physical Effort Required:

Strength: Light

Lift: Occasionally

Push: Occasionally

Sit: Frequently

Pull: Occasionally

Stand: Frequently

Carry: Occasionally

Walk: Frequently

Responsibilities:

1. Coordinate and maintain organization for Vice President Marketing/Business Development and his/her respective departments to ensure efficiency and effectiveness, including the compiling and dissemination of information to team members.

2. Perform general departmental administrative duties, including screening, correctly routing and responding to incoming telephone calls, media and sponsorship inquiries; preparing department’s monthly reports to the Board of Commissioners; preparing, proofing and transmitting external and internal communications, including advertisements, newsletters, articles and news releases as required; and maintaining schedule for the Marketing Conference Room.

3. Assist in the planning, organization and implementation of community and hospital functions and special events, such as open houses, receptions, corporate and other events as instructed or required.

4. Assist the marketing and business development staff with project tracking as required, to help ensure departmental deadlines are met. May include assigning work priorities and deadlines and managing project tracking system(s)/software.

5. Administer the HOT Team program for NOHS, including identifying and communicating about volunteer opportunities, recruiting and registering volunteers for events, tracking and reporting on participation, and coordinating HOT Team awards and recognition program for staff.

6. Assist with preparation of the annual departmental budget. Maintain monthly detailed budget report for Marketing and Business Development departments and provide justification for budget variances. Prepare check requests and special-order requisitions; check all invoices, travel reimbursements requests and petty cash requests for accuracy.

7. Coordinate all travel arrangements (airline, hotel, commuter and conference reservations) for Marketing and Business Develop Teams and HOT Team Trip for Two winners. Verify and process receipts and travel expense vouchers for reimbursement upon return. Prepare and submit reimbursement form.

8. Assist Vice President Marketing/Business Development and his/her direct reports in development and implementation of strategically focused reports through in-depth research and trending of marketplace and campaign performance data.

9. Work with Information Technology, Finance and other departments to collect data necessary to trend North Oaks Health System activity and support the decision-making process.

10. Assist Marketing and Business Development staff to monitor and analyze data pertaining to North Oaks Health System and its competitors. Present findings clearly and concisely, in a format appropriate to intended audiences.

11. Attend divisional meetings, record minutes and participate on committees as requested.

12. Deal discretely with all sensitive and confidential information.

13. Maintain time keeping records and complete payroll for department.

14. Assist in the care and maintenance of departmental equipment and supplies.

15. Maintain established hospital departmental policies, procedures, objectives, quality assurance, safety, environmental and infection prevention.

16. Perform all other duties as required or directed by department management and/or hospital administration.

17. Performs all duties in a safe manner and follows North Oaks Health System’s safety policies and procedures.

18. Follows North Oak Health System’s compliance programs and all federal and state regulatory guidelines.

19. May be required to occasionally drive as part of job duties.