Administrative Assistant

Date Posted:  April 1, 2022
Reports to:  HR Manager
Location: Mercy Hospital – MHVI (Coon Rapids, MN)
Job Status/Hours: Full time, 0.8 FTE (4 days per week), 6:45am-3:15pm

Position Summary: This position will be responsible for providing administrative support to the admin and HR teams, in addition to physician meeting scheduling.  The incumbent will work with a dynamic, team-oriented leadership group to ensure efficient operations of the administrative departments of a patient-focused, cardiology practice.


  1. Answer phone calls, schedule meetings, take meeting minutes, and greet visitors.
  2. Supports Human Resources Department in performance review system administration, creating staffing lists, interview scheduling and facilitation, HR filing, orientation plans, Allina non-employee paperwork, training class enrollment, and new employee cards.
  3. Accounts payable processing and tracking.  Cost center invoice processing.  1099 processing.  Physician CME tracking.
  4. Leads the process for student observations and organizes pharmacy student visits.
  5. Physician meeting scheduling, includes reviewing physician/admin schedules to ensure accurate and efficient scheduling.
  6. Provide operations support and backup IT support.
  7. Track physician contract hours.
  8. Insurance policy management and renewals – worker’s comp, malpractice, liability, etc.
  9. Gather signatures on documents, i.e. tax returns
  10. Orders catering and provide technical support for meetings when needed.
  11. Schedules quarterly all-staff forums, creates agenda and presentation.
  12. Organize and attend quarterly shareholder meetings.
  13. Meeting prep and set up.
  14. Assists the Executive Director, Directors and Managers in daily activities.
  15. Acts as liaison between pharmaceutical reps/vendors and physicians.
  16. Marketing submission for heart month
  17. Organizes and delivers daily mail for the organization.
  18. Other duties as assigned.

Employment Selection Criteria:

  1. Minimum one to three years of administrative experience, preferably in health care setting.
  2. Possesses a professional demeanor and is often the first point of contact.
  3. Has the ability to multi-task and start/stop multiple projects.
  4. Must be available to work 6:45 am – 3:15 pm, 32 hours/4 days per week
  5. Must be proficient in Microsoft Office.
  6. Maintains the strictest confidentiality and be detail oriented.
  7. Demonstrated strengths in the following competencies:
  • Patient Focus
  • Action Oriented
  • Adaptability
  • Integrity and Trust
  • Intellectual Horsepower
  • Political Savvy
  • Organizing
  • Communication (written and verbal)
  • Interpersonal Savvy
  • Problem Solving

 MHVI offers a full benefit package, including:
– Competitive pay
– Employer HSA contribution
– 401k profit sharing and ongoing contribution – no employee contribution needed
– PTO plus paid holidays
– Medical insurance, including access to free online/at-home care

If you are interested in this position, please email your resume to

As an EEO/Affirmative Action Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, veteran or disability status.