Executive Assistant

JOB SUMMARY:

Facilitates the efficient operations of the administrative offices by providing secretarial and administrative support functions. Performs a wide range of complex administrative secretarial duties including typing, filing and receptionist duties; performs a multitude of office procedures in support of the EMJBH Administrator/VP of Clinical Effectiveness and Medical Staff Services. Performs a wide range of Medical Staff credentialing duties, to include maintaining all physician files and credentialing of new physicians; maintaining communication with physician offices for a good working relationship; work directly with contract physician agency on emergency medicine and hospital medicine physician scheduling and credentialing, etc. The position requires organizational skills, proactive response to projects and issues, proficient communication, and independent work management skills in a highly confidential and sensitive environment. Exhibits the F.I.R.S.T. values (Friendliness, Innovation, Respect, Service, and Trust).

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

• Organizes the Administrator office; answers calls; handles messages; assists callers/visitors; handles mail and email correspondence; general office work such as typing, printing, faxing and filing in a timely fashion; handles meet, greet and screen in an appropriate and professional manner. Schedules meetings and manages calendar of CEO as well as all meeting rooms in an accurate and organized fashion.

• Prepares agendas and attends various meetings, including Board of Directors, Foundation, Leadership, Department Manager meetings, and prepares minutes in an accurate and timely manner. Prepares Board packets as well as handouts for the various meetings.

• Maintains list of contracts in accordance with TJC standards.

• Ensures the security of the Department files to protect confidential information.

• Organizes and plans events such as hospital week activities, i.e. awards ceremony, in an efficient and organized manner.

• Works closely with the CNO and CFO in a liaison capacity and assists with special projects.

• Credentials all new physicians/providers; ensures we have all necessary information, i.e. copies of licenses, Data Bank information, etc. secures privileges for new physicians within assigned time frame and according to established guidelines. Maintains physician files ensuring we have all necessary updated information, including bi-annual reapplications according to established guidelines. Completes requests for reference forms for physicians according to established guidelines.

• Attends Medical Staff meetings; prepares minutes, agendas and handouts for medical staff meetings and prepares monthly meeting packets for medical staff meetings within appropriate time frame.

• Handles administrative duties for Chief of Staff as requested within assigned time frame.

• Maintains good working relationship with physicians' offices. Works directly with contract physician agency for ED and Hospitalist scheduling and credentialing, etc.; maintains good working relationship with agency.

• Demonstrates a commitment to professional accountability and growth to maintain and expand knowledge and skills.

• Contributes to the achievement of the mission, vision, and values of the Organization.

• Contributes to the effective operations of the Organization by demonstrating dependability in job performance.

• Demonstrates a commitment to incorporating the core concepts of patient family centered care into practice (dignity, respect, information sharing, and participation).

• Demonstrates a commitment to the development and implementation of shared governance across the Organization.

• Performs other related duties as assigned.

WORKING CONDITIONS, HAZARDS, AND PHYSICAL EFFORT:

Works in office environment. May require extended hours or overtime as necessary. Minimal risk exposure to disease, infection, physical strain, exposure to blood, body fluids and tissue. May include high levels of stress due to meeting deadlines and constant interruptions. High degree of time spent at computer terminal. Must be able to move or position 25 lbs. independently.

CONTACTS WITH OTHERS:

Physicians, Department Directors, Board Members, Associates and other health care providers, community resource personnel, executive administrative staff, hospital support services, general public and occasionally patients and/or their family members.

EQUIPMENT USED/SPECIAL SKILLS REQUIRED:

Ability to organize and professionally manage demanding workload. Must work well with others. Professional comfort level to facilitate working with health care professionals (i.e. MD's, PhD's, RNs, etc.) Effective communication skills. Technical knowledge of automated medical staff organization software system. Ability to adapt to frequent interruptions. Possesses willingness to improve. Working knowledge of medical terminology. Experience and demonstrated competence of computer skills. Accurately keyboarding 60 words per minute minimum. Competent in word processing and computer skills. Competency to operate basic office equipment (i.e. telephone, copier, audio/visual equipment, etc.).

Minimum of three (3) years previous administrative secretarial experience, preferably in a hospital setting. Ability to work harmoniously with others; discretion and good judgment; ability to assume responsibility for maintaining confidentiality; ability to carry out specific assignments to successful conclusion; ability to operate office equipment; and accurate spelling and grammar. Excellent skills in organizing, coordinating, keyboarding, and taking minutes. Thorough knowledge of secretarial duties and functions and proficient secretarial skills generally acquired through advanced education/experience. Ability to deal with top-level personality.