A Brief Overview Reporting to the President and VPMA within the Administrative Offices, the Chief of Staff manages and coordinates the day-to-day operations of the executive office with emphasis on support for the President and VPMA. Identifies and implements organizational initiatives based upon established priorities, plans for future development, and strategic directions for MedStar National Rehabilitation Network as a whole. Also serves as the senior assistant, to include overseeing and coordinating work of other administrative staff within Administration. Serves as a liaison to and cultivates productive working relationships with the Board and Board Committees, leaders and associates, Medical Staff, and MedStar Health.

What you will do

• Leads Administrative Support Function: Performs and oversees variety of general administration and secretarial support to President and VPMA.
• Oversees calendars and schedules for the President and VPMA, prioritizing appointments, responding to needs and concerns, and ensuring follow up. Schedules meetings, appointments, conferences, and presentations and ensures all logistics, attendees, equipment, materials are confirmed, prepared and ready. Takes minutes and distributes as necessary. Composes, transcribes, and edits correspondence, memos, reports as instructed; helps with disseminating to appropriate audience. Makes travel arrangements, orders tickets, handles purchase orders, processes reimbursement, etc. prior to and after travel. Screens and responds to all incoming phone calls and visitors. Triages, researches and conducts follow up on complaints, questions or concerns. Performs other general office responsibilities such as ordering and maintaining office supplies and equipment; photocopying, faxing, scanning, and filing documents; opens and distributes mail; and processes requests and reimbursements. Ensures all documents are completed, filed, and archived appropriately, within guidelines of policies, procedures, bylaws, state, local, and federal laws, and regulatory standards.
• Executive Administrative Support: Performs senior level, executive support to President and VPMA, and functions as a liaison between MedStar Health, Network leaders, Board, Medical Staff, and Board Committees.
• Performs all preparation and follow up for Executive and Committee meetings. Drafts agenda for Board of Directors; coordinates all materials, attendees, presentations, equipment and logistics. Attends, takes and distributes minutes from MNRN Board meetings, various Council meetings, and other Board and committee meetings. Acts as a liaison between staff and CEO, and other Senior Executive Team. Ensures effective, timely and appropriate communication with all levels of staff, community, public, at local and entity levels. Assists with, responds to, and coordinates any confidential information, correspondence, proposals, communication and completes appropriate dissemination, research, investigation, and follow up. Processes requests and approvals for reimbursements; functions as department financial manager, to include approval, tracking for API timekeeping purposes. Responds to requests, complaints, and questions within scope of responsibility, on behalf of the Administrative Offices and notifies/contacts appropriate individuals as needed. Oversees the daily operations and activities of the Administrative Suite, leave requests, AOC calendar, and coverage of the Administrative Suite.
• Budgeting, Planning and Project Execution: Supports the President in the development and execution of operational, strategic and fiscal plans and budgets.
• Identifies and implements initiatives based on established priorities, plans for future development and strategic directions for the organization. Assessed staffing needs and develops and maintains appropriate, cost effective staffing plans. Gathers, investigates, researches and analyzes related data and reports. Assists with development and implementation of policies and procedures. Coordinates, compiles, and completes reports, surveys, correspondence for licensing agencies, regulatory boards, accrediting bodies, and state, local, and federal government. Performs management functions including interviewing, hiring, supervising, coaching, counseling, evaluating and terminating associates. Ensures that standards of performance are known and understood by department employees. Oversees and coordinates operational initiatives as assigned by President and/or executive leadership staff.
• Coordinates and executes internal communications plan, including associate and leader forums, executive communications, digital communication boards, Quarterly Team Member Breakfasts, and general announcements.
• Customer Service: Serves as a resource for senior level administration, members of board of directors, hospital employees, volunteers, and visitors.
• Participates on various Hospital Committees on behalf of the President’s Office.
• Collaborates on executing hospital events, including Rehab Week, Length of Service Ceremony, Medical Affairs banquet and Lecture Series, and our annual MHPT annual event.
• Responds to calls and visits from employees, other visitors including the public at large. Determines urgency of the situation and suggests appropriate referrals. Answers telephones, prioritizes, screens and redirects calls. Answers questions, handles routine matters on own initiative and takes messages.
• Development: Maintains current knowledge and develops new knowledge:
• Works with supervisor to identify learning needs and takes actions to address these needs. Attends hospital sponsored training programs as required by the department. Meets all mandatory obligations.
• Organizational Knowledge: Works effectively within and between departments
• Participates on inter-departmental teams and committees, communicating unit knowledge as appropriate. Provides department/unit with information and knowledge acquired during participation with interdepartmental teams and committees. Demonstrates a constructive approach during all interactions with staff, supervisors, and managers both inside and outside the unit.

Qualifications

• High School Diploma or GED or equivalent required / Bachelor’s degree Bachelor's degree preferred.
• 5-7 years Comparable experience required and less than 1 year experience as office manager preferred.
• Must be able to demonstrate composure and excellent judgment.
• Ability to effectively communicate with all levels of internal and external customers in a calm and poised fashion.
• Advanced Computer skills.
• Proficiency with Microsoft Word, Excel and PowerPoint and ability to learn other databases.
• Ability to type 70 wpm.
• Experience with grammar, punctuation and spelling corrections as well as proofreading.
• Ability to maintain highest level of confidentiality.