Executive Assistant - Administration

POSITION SUMMARY:

To be fully engaged in providing Quality / No Harm, Customer Experience, and Stewardship by: Providing administrative support and assistance to the position of report and by providing, coordinating, managing or facilitating a wide variety of administrative support functions.

PRIMARY ACCOUNTABILITIES:

Quality/No Harm:

• Assists with maintaining a clean work area.
• Participates and takes minutes in designated department, committee and/or board meetings.
• Meeting minutes accurately transcribed and distributed according to Health First policy or sooner if dictated by area of responsibility.
• Conducts research and administrative support for special projects by preparing data and providing follow-up and response to inquiries (e.g., surveys, applications, permits, retreats, research on internet or monitoring of websites, etc.). May also be involved in the evaluation process by tracking information and data gathering for evaluations.
• Handles incoming calls from various parties (e.g., hospital Board members, medical staff/physicians, executives, directors, managers, associates and community). May answer multiple phone lines. While determining the sense of urgency of the call he/she will assist the caller to resolution or route the call to the appropriate staff member for assistance.
• Demonstrates initiative and ability to work autonomously without close supervision.
• Prioritizes work assignments and hours as necessary to include general secretarial duties (i.e., accurate processing of invoices, check requests and travel arrangements, filing, faxing, typing letters, agendas and presentations, staffing and/or scheduling of various types, ordering office supplies/equipment/materials, distributing and/or routing mail for administration, and typing and/or data entry into monthly and other reports and forms).
• Completes correspondence, projects, assignments, and deliverables as required within appropriate or agreed upon time frames.
• May transcribe dictation from the transcription/dictating equipment.
• Maintains and updates file system and mailing lists for area of responsibility as applicable (main files, contract files, project files, etc.).
• Proactively makes suggestions to improve process workflow or enhance customer satisfaction.
• Responsible for accurately processing and maintaining time and attendance on the Kronos system for area of responsibility.
• Shows commitment to individual and departmental Continuous Quality Improvement and organizational operational effectiveness.
• Monitors, participates in review, and ensures departmental or area policies and procedures are updated.

Customer Experience:

• Maintains schedule/calendar for the vice president and/or area of responsibility and ensures scheduling conflicts are resolved in a timely manner. May coordinate meetings for designated groups or committees as determined by direct report. Makes appropriate arrangements for adequate meeting notices, locations, AV needs, any catering needs, and cleanup.
• Professionally handles customer/patient complaints as they arise. Maintains composure and addresses issues to resolution or appropriately routes the customer to the correct staff member for assistance.
• Represents the position of report (vice president, executive director or medical director) at meetings, community events or fundraisers on a limited basis as needed and performs other community relations activities.
• Interacts with management staff, board members, medical staff, fellow associates, vendors and other guests in a highly professional manner.
• May supervise other clerical staff in area of responsibility.
• Serves as a resource to others in area of responsibility and customers.
• Provide clerical support to other Health First associates as needed.

Stewardship:

Coordinates and may participate in the budget tracking process (including monthly operating

expense report), gathers supporting data for input into budget preparation and monitors monthly

expenses to budget.

Performs other duties as assigned by management.

Work Experience

QUALIFICATIONS REQUIRED:

• High School Graduate or equivalent is required. A two-year Associate degree in related area is preferred.
• 3-5 years of administrative or healthcare experience required. Healthcare experience is preferred and may be required in some areas.
• Personal computer knowledge necessary with proficiency in electronic mail packages, Microsoft Windows, and Microsoft Office applications.
• Good working knowledge of various types of office equipment (fax, copy machine, video conferencing, etc.).
• Typing skills of a minimum of 50 words per minute as designated by area of responsibility.
• Presents self in a professional manner.
• Good working knowledge of medical terminology is preferred and may be required in some areas.
• Must be adept in grammar, spelling and accuracy.
• Excellent interpersonal relations and communication (written and verbal) skills.
• Excellent organizational and leadership skills.
• Ability to maintain confidentiality.
• Knowledge of quality assurance and quality control procedures.
• Other requirements as dictated by area of responsibility

PHYSICAL DEMANDS:

• Ability to sit at a computer for long periods.
• Manual dexterity required for typing and filing.
• Visual acuity and hand-eye coordination to perform various tasks.
• Ability to lift 25 pounds.
• Ability to work extended hours or weekends to see a project to completion if required by direct report.

MENTAL DEMANDS:

• Ability to work and maintain composure and a positive attitude in a highly stressful environment.
• Demonstrates leadership ability, flexibility, and problem solving/critical thinking skills.
• Ability to efficiently and accurately prioritize and manage multiple tasks or projects simultaneously.

ABOUT HEALTH FIRST

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.