- Primary point of contact for all visitors and guests of the AH administrative offices. Monitors AH administration camera. Notify risk management if patient arrives requesting to speak with someone.
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- Manage complex calendars, schedules on behalf of assigned executive leaders, including meetings with direct reports, committees, and groups to which they are a member.
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- Efficiently completes a wide variety of administrative assignments in a timely manner. Displays proper use of formatting, spelling, and grammar in all documents.
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- Executive Assistant prepares a variety of administrative reports, statements, and correspondence. Gathers data and other necessary information. Prepares correspondence on behalf of executive leaders, including the drafting of general replies.
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- Answers incoming telephone calls. Screens and directs calls to the appropriate person. Takes messages when necessary.
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- Receives, sorts, and distributes incoming mail and unless marked “confidential” or instructed otherwise.
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- Executive Assistant uses and maintains various office production equipment including multi-line phones, copiers, fax machines, computers and printers to complete tasks. Monitors copier maintenance needs, submitting help desk tickets as needed.
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- Maintains awareness of the facilities physical layout to be able to deliver administrative materials and give good directions to visitors.
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- Maintains an awareness of administrative activities, operations, and policies so as to accurately respond to inquiries.
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- Arranges meetings and conferences, schedules interviews, and appointments as requested. Arranges food and setup for meetings as needed.
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- Executive Assistant coordinates travel arrangements for assigned executive leadership team.
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- Establishes, maintains, and revises record keeping and filing systems. Classifies, sorts, and files records, correspondence, and other documents in an organized manner that permits easy retrieval.
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- Executive Assistant acts as a liaison for support staff when questions/issues arise.
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- Prepares and distributes administrative on-call schedule on a quarterly basis.
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- Keeps managers phone distribution list updated.
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- Prepare expense reports and reimbursement forms.
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- Order all supplies for assigned executive teams.
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- Executive Assistant composes letters, sends certified mail and notarizes as needed.
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- HDS Board Relations
- Serve as the liaison between the Aultman Health Foundation Board of Directors and Executive Administration.
- Maintain a knowledge and understanding of governance best practices, board status, bylaws, and board history. Work collaboratively across the organization to improve processes and implement best practices.
- Responsible for all aspects of execution of HDS board meetings, including other ancillary meetings of the board and its committees.
- Responsible for overseeing the creation, distribution and online posting of all board- related materials including, meeting notices, agendas, presentations, minutes, and providing ongoing communications, to provide directors with necessary and accurate information related to issues and recommendations. Interacts with members of senior leadership and administrative support staff to ensure materials described above are provided to the board, senior leaders, and committee members according to bylaws.
- Attend board/committee meetings, take minutes, and keep an accurate record of the business conducted.
- Fulfill System Administrator role for Board Effect governance platform.
- Create advanced scheduling timeline and proactively manage Board and Committee logistical arrangements, including travel and hotel arrangements, catering for meetings, dinners, teleconference or videoconference needs.
- Maintain accurate and up-to-date board records in compliance with regulations in all pertinent jurisdictions; this may include Board member registrations, Board by-laws and governance guidelines, and committee charters. Work directly with legal department to make necessary changes.
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- Experience responsibilities
- Responsible overseeing Press Ganey surveying logistics. Works with IT and registration to assure accurate survey setup and troubleshoots any issues.
- Responsible for Press Ganey user management and training.
- Prepares Press Ganey survey reports as directed.
- Generates scheduled and ad hoc reports in support of organizational excellence primarily related to the patient’s experience of care.
- Maintains listing of reports and processes and procedures for creating reports.
- Supports organizational leadership in creation of reports and graphics.
- Uses Press Ganey online resources to research improvement opportunities and enhanced reporting methodologies.
- Analyzes data to identify key areas for maximizing improvement.
- Maintains documentation associated with scheduled reporting functions.
- Participates in Patient Family Engagement Council/Patient Voice activities.
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