This position provides administrative assistant services and support to executive management of the Hospital primarily for and under the direction of the Executive Assistant to CEO, Chief Medical Officer (CMO) and Chief Operating Officer (COO); with other Administrative Council members as needed. Assists the Executive Assistant to CEO, CMO and COO in carrying out their duties and contributes toward the primary goal of Clarke County Hospital to provide quality patient care.

Administrative Support

• Performs all administrative assistant services and support as requested.
• Manages and keeps record of policy, procedures, forms and other documents through the hospital on line system according to applicable regulations.
• Prepares, coordinates, documents minutes at the CAH policy committee.
• Ensures policies go through appropriate committees before going to Board of Trustees for final approval.
• Manages Assists with division policies and job descriptions assigned to CMO and COO for annual review and approval. Assists with specific hospital projects.
• Assist in preparation and coordination of real and mock surveys.
• Assist with hospital celebrations, planning, and execution.
• Coordination of meetings including room preparation, audio/video, agendas, handouts, and minutes.
• Assist with payroll.
• Document and records management in a format requested by CMO and COO.
• Monthly input of goal results within LEM for CMO and COO.
• Coordinates completion of daily tasks for CMO such as, 90-day plans, action steps, monthly meetings, and Must Haves.
• Back up to other administrative assistants as needed.
• Duties as assigned by Executive Assistant to CEO, CMO and COO.

Communication

• Communicates appropriately with hospital departments and community agencies. Works closely with Executive Assistant to CEO, CMO and COO on projects. Must be able to keep communication open with the executive team, and as an Administrative Assistant, confidentiality is essential.
• Communicates frequently, thoroughly, and appropriately working closely with CMO and COO on responsibilities and projects.

Meeting and Medical Staff Coordination

• Manages accurate appointment calendars, schedules, coordinates appointments for CMO and COO, and coordinates appointments as needed for the administrative team.
• Agenda preparation, coordination and documentation distribution for Quality Executive Committee Meetings and Medical Staff meetings.
• Back up to Credentialing Specialist for agenda preparation, coordination, document distribution and minutes for Provider Advisory Council and Hospitalist meetings.
• Agenda preparation, coordination, document distribution and minutes for Hospital Safety Committee, Quality Improvement, HIPAA, Clinic / Registration and Admin Clinical Council meetings
• Assists in updating and reviewing Medical Staff Bylaws biannually and more frequently when appropriate.
• Back up to Credentialing and Scheduling Specialist for Medical Staff Credentialing.
• Assist in coordination of onboarding new providers.
• Works closely with the staff that performs Medical Staff Credentialing and Provider Enrollment.

Policies

• Keeps record of policy, procedure, forms and other documents through hospital on-line system according to applicable regulations.
• Prepares, coordinates and takes minutes at the CAH policy committee.
• Ensures polices go through appropriate committees before going to Board of Trustees for final approval.
• Conduct training for new staff, supervisors and managers on the hospital on line system.

Contract Coordination

Maintains hospital contract files, including retrieving necessary signatures, organization of files, data entry, reporting as needed and OIG/SAM checks.

Data Collection

• Assists with data collection and presentation preparation related to Employee Forums
• Back up to Executive Assistant to CEO for data collection, presentation and preparation related to Board Meetings
• Assist in data collection and organization for Rural Health Clinic and Outpatient Departments reporting to COO and CMO.

Basic Clarke County Hospital (CCH) Performance Criteria

• Demonstrates Clarke County Hospital Standards of Behaviors as well as adheres to hospital policies and procedures and safety guidelines.
• Demonstrates ability to meet business needs of department with regular, reliable attendance.
• Employee maintains current licenses and/or certifications required for the position.
• Practices and reflects knowledge of HIPAA, DIA, DNV, OSHA and other federal/state regulatory agencies guiding healthcare.
• Completes all annual education and competency requirements within the calendar year.
• Is knowledgeable of hospital and department compliance requirements for federally funded healthcare programs (e.g. Medicare and Medicaid) regarding fraud, waste and abuse. Brings any questions or concerns regarding compliance to the immediate attention of hospital administrative staff. Takes appropriate action on concerns reported by department staff related to compliance.

 Qualifications:

Education:

-Formal post high school administrative training. (Preferred: Associates degree in business related field is , or equivalent business related work experience.)

Experience:

-Proficient at operating a PC. Microsoft Office experience is required. Required to know Excel.

 -Previous experience in office setting (High Management Level is preferred.)

License/Certifications:

 -Valid driver’s license when driving any vehicle for work – related reasons.

Knowledge/Skills/Abilities:

-Organization and Time Management Planning Skills

-Managing priorities/deadlines

-Ability to learn new systems quickly and be flexible

-Proficient operating a PC, Including Microsoft Office (Word, Excel and Power Point)

-Excellent interpersonal communication

-Speaks and writes fluent in English

-Filing and Organizational Skills

-Ability to access, manipulate, organize and relay information in meaningful ways on all systems