Job Description

St. Vincent Hospital in Leadville, Colorado is seeking an experienced and qualified Payroll Specialist/Administrative Coordinator. This is a full time position, and includes a great benefits package. This position requires a high maturity level, superb attention to detail, and the ability to handle multiple projects at once for a busy (and growing!) medical facility. 

Essential Duties and Responsibilities

  • CEO Email and Calendar Management as delineated
    • Sets up invites in accordance with email communications and CEO direction
    • Scans email for “to do” items
    • Anticipates need to create calendar invites and work with stakeholders to set these up
    • Seeks immediate attention items and notifies the CEO accordingly
    • Responds to low level CEO emails when appropriate
    • Scans for contracts and documents that require signatures
  • May prepare BOD documents and packets when directed by CEO
  • Reviews BOD documents for spelling and accuracy as directed by CEO
  • Serves as The Board Secretary if this need arises and as directed by the CEO
  • Serves and assists the Board of Directors, role is not to attempt to influence board decisions, outcomes or policy
  • Facilitates BOD meetings and assists with ensuring proper format and adherence to BOD rules and bylaws when directed by CEO
  • Fields emails from the BOD and Board Attorney, responds after collaborating with the CEO
  • Prepares conference spaces and virtual conference tools for meetings, including the BOD meetings
  • Ensures that applications such as GoToMeeting are operational prior to the meeting (Set up at least 20 mins in advance)
  • Assists with phone calls, retrieve VM’s from CEO email. Also, accept calls forwarded from the CEO Line
  • Prepares documents as requested by the CEO
  • Creates Agendas and prepares minutes for meetings as directed by the CEO
  • Assists with “special projects” as directed by the CEO
  • Regularly communicates status of work output to the CEO
  • Keeps all company communications confidential as this position is privileged to sensitive proprietary information, infringement will be grounds for immediate termination
  • Maintains the executive administrative office space to include answering the telephone, filing, sorting mail, record keeping, communications, scheduling, minute/note taking and the coordination of activities and calendars
  • Organizes, secures and assures the confidentiality of all files to include administrative files, minutes, contracts, and medical staff credentials
  • Prepares and maintains the Executive Leadership calendar
  • Takes and prepares minutes of meetings as assigned by the CEO
  • Organizes Policy and Procedure and Policy Steering Committee including; agenda, policy edits, policy signatures and placing policies in company share drive
  • Maintains hospital contracts both in hard copy and electronic form including; payer contracts, vendor contracts and business associate agreements (BAA)
  • Facilitates annual contract review activity and tracks progress
  • Assists the Controller with payroll and check printing duties
  • Will be accountable to facilitating the biweekly payroll processes as directed by the Controller.
  • May be required to post financial transactions as directed by the Controller.
  • Physically deposits checks into hospital accounts as directed by the Controller.
  • Occasionally prepares correspondence and responds to requests for information as directed by the CEO
  • Performs data collection and prepares reports and spreadsheets as directed by the CEO
  • Maintains constant communication with the CEO and Executive Leadership Team
  • Maintains professional conduct at all times
  • Adheres to ALL company policies and procedures
  • Performs other duties as assigned.

Supervision Received

          On-going by CEO.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

          Language Skills

  • Reads and Speaks English proficiently.
  • High level of Verbal and Written communication skills.

          Mathematical Skills

  • Numerical ordering processes.
  • Ability to accurately perform basic accounting arithmetic.

          Reasoning Ability

  • Process of elimination.
  • Data ordering.
  • Appropriate application of policies, procedures, regulations and verbal instruction.

          Required Certificates, License, Registrations

  • High School Diploma or GED equivalent.
  • One year related healthcare experience preferred.
  • Five years administrative assistant/support experience preferred.
  • 2+ years payroll experience preferred.
  • Experience or certification with Microsoft applications including Word preferred.

 Qualified applicants, please submit your current resume, cover letter, and three professional references to Christin at hr@svghd.org. 

(Internal SVGHD applicants must be employed a minimum of 90 days to be considered for this position.)