Executive/Administrative Assistant/$30.00 USD

JOB SUMMARY

This position reports to the Chief Information Officer (CIO) and is responsible for the overall administrative support of the CIO and IT division leadership.  The incumbent must interact with all levels of NorthBay administration, medical staff, and outside vendors.  Must demonstrate excellent organizational skills, communicate in a thorough and timely manner, and be able to work independently to complete assigned tasks.  Due to the nature of this position, the incumbent is exposed to sensitive and sometimes confidential information requiring discretion and diplomacy.

PRIMARY JOB DUTIES

1. Maintains the calendar and schedules meetings for the CIO. Supports IT leadership in scheduling meetings for projects and other IT activities.
2. Schedules a variety of committee, department, project meetings, product demonstrations, and training sessions including making necessary travel arrangements and obtaining necessary catering facilities and equipment.
3. Manages IT contracts including obtaining required signatures both internally and from vendors.  Maintain the official copies of all vendor contracts, service agreements, and lease agreements.
4. Responsible for maintaining office supplies for the division.
5. Records, transcribes, prepares, and distributes meeting minutes to members of a variety of committees, department, and project meetings.
6. Appropriately manages confidential information including departmental budgets, salary, and personnel information as needed to perform specific job duties.
7. Facilitates the procurement process for the CIO and IT leadership including obtaining purchase orders, processing invoices, and tracking purchases.
8. Facilitates the tracking of optimization and change requests.
9. Constructs operations reports as requested by the team and assures that they are produced in an accurate and timely manner.
10. Acquires and maintains advanced knowledge of computer software/hardware technology in order to support the program needs of the leadership team including but not limited to Microsoft products (Office suite, Visio, Project, SharePoint), Captivate, and Adobe.
11. Tracks competency information as requested. Maintains unit employee competency files as instructed.
12. Completes special projects as requested
13. Performs other duties as assigned.

JOB SPECIFICATIONS

Education/Experience:  High school graduate or equivalent preferred. Graduate of, or completed course work in, a recognized secretarial program or two years’ experience at the administrative support level. Medical terminology preferred.

Licensure/Certification: none

Skills:  Excellent oral and written communication skills required. Demonstrated experience in managing multiple priorities required. Basic typing and computer knowledge required. Proficient in Microsoft Office suite in addition to familiarity with Visio, Project, and SharePoint. Demonstrated experience in working with data preferred. Must possess the ability to prioritize several tasks at once and be able to function in a noisy/ busy atmosphere.

Interpersonal Skills: Demonstrates the NorthBay Way. The NorthBay Way is a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Healthcare.  The NorthBay Way principles consist of caring, communication, collaboration, and competence.  

Standards of Performance: Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.

Physical Effort: Attendance is an essential function of the job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee may participate in the following activities:  Primarily sedentary to slight physical exertion.

Hours of Work: Monday through Friday within the hours to meet the needs of the department. Ability to travel between facilities as needed.