Overview

Provide executive level administrative support to Senior Vice President or two or more Vice Presidents to enhance effectiveness of the executive in meeting the business objectives of UnityPoint Health. Manages day-to-day operations of the executive’s office, assuming responsibility for meeting organization, prioritizing tasks, maintaining an efficient and practical calendar. Assists with analysis, daily functions and assignments while optimizing use of resources. Uses creative decision making and independent judgment in all aspects of this position.

Why UnityPoint Health? 

• Commitment to our Team – We’ve been named a Top 150 Place to Work in Healthcare 2022 by Becker’s Healthcare for our commitment to our team members. 
• Culture – At UnityPoint Health, you matter. Come for a fulfilling career and experience a culture guided by uncompromising values and unwavering belief in doing what's right for the people we serve. 
• Benefits – Our competitive Total Rewards program offers benefits options that align with your needs and priorities, no matter what life stage you’re in. 
• Diversity, Equity and Inclusion Commitment – We’re committed to ensuring you have a voice that is heard regardless of role, race, gender, religion, or sexual orientation. 
• Development – We believe equipping you with support and development opportunities is an essential part of delivering a remarkable employment experience. 
• Community Involvement – Be an essential part of our core purpose—to improve the health of the people and communities we serve. 

Visit us at UnityPoint.org/careers to hear more from our team members about why UnityPoint Health is a great place to work. https://dayinthelife.unitypoint.org/ 

Responsibilities

Administrative Support

· Reviews, analyzes, prioritizes and responds to incoming correspondence. Transcribes dictation, maintains files, and composes correspondence. Acts as a liaison to other team members, outside agencies, community leaders and medical staff.

· Receives and responds to telephone calls on behalf of the Vice President(s), obtaining detailed information for call that need attention of other personnel and refers appropriately if necessary. Ensures conflict resolution with difficult callers via telephone and in-person by demonstrating proactive thinking and attentive listening skills. Maintains pleasant and cooperative disposition at all times.

· Maintains practical calendar, prioritizing meetings compliant with needs and importance of meeting purpose, assuring all corresponding documents are pulled together. Allows for flexibility in the event issues require immediate attention and reschedules as needed. Creates and maintains standing meetings appropriately on calendar. Coordinates schedules with physicians, staff and outside customers taking into consideration meeting areas. Attends and assists Vice President(s) at meetings/presentations as requested, recording minutes when necessary. Reminds Vice President(s) of special circumstances surrounding upcoming meeting and/or location. Communicates changes and upcoming events via email, voicemail and written message.

· Composes correspondence, and responds to routine letters and requests for information with errorless final drafts. Maintains high quality/quantity of work. Transcribes dictation, PhoneMail, Administrator on Duty (AOD) calls, etc., maintaining confidentiality of privileged information.

· Develops and maintains current lists to include departmental and PhoneMail distribution, standing meetings, specific task force groups, committees, etc.

· Processes invoices, maintenance requests, check requests, printing requests, expense reports and other forms according to employer practice.

Operations Management & Projects

· Develops requested presentation materials.

· Prepares and organizes information, materials for meetings. Appropriately schedules meeting locations on and off site, selects catering needs, and arranges for audiovisual aids. Prepares notification, agendas and other reports as requested. Coordinates conference calls as needed. Demonstrates critical thinking skills and deals with unavoidable meeting conflicts in the event of Vice President’s absence.

· Independently plans and manages daily activities, prioritizing assignments and anticipating needs of Vice President, utilizing time management techniques and optimization of available resources. Uses discretion and independent judgment in accomplishing assignments and complete projects within assigned time period. Demonstrates ability to consistently meet work demands remaining flexible and adapting to the needs of the Vice President. Exhibits willingness to assist in other functions and duties in special circumstances as assigned.

· Supports Board Governance Committee including coordinating meetings and taking minutes, correspondence to committee, supporting CEO, VP serving as key staff, maintaining files and developing presentation materials.

· Coordinates travel arrangements for Vice President(s) as well as other personnel accompanying them, finalizing flight itineraries, hotel reservations, car rentals, conference registrations, and other special needs as requested. Prepares itinerary and distributes airline tickets to all parties. Completes travel expense report and maintains file for travel records.

· Maintains expense and budget reports for all areas of Vice Presidents’ responsibility.

· Maintains confidential, accurate data and paper files, policy books and records of employee attendance at educational offerings.

· Responsible for maintaining personnel records of Vice Presidents’ direct reports in a confidential manner.

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Qualifications

Minimum Requirements

Identify items that are minimally required to perform the essential functions of this position.

Preferred or Specialized

Not required to perform the essential functions of the position.

Education:

High School Diploma or equivalent.

Associate’s degree preferred

Experience:

5 years administrative experience

Prior experience supporting an executive preferred

License(s)/Certification(s):

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

Knowledge/Skills/Abilities:

Knowledge of Microsoft Excel, Word, PowerPoint and databases.

Excellent communication skills both verbal and written.

Excellent planning and organizational skills.

Must be able to manage priorities and deadlines.

Prior experience with Lawson enterprise system.

Other:

Use of usual and customary equipment used to perform essential functions of the position.