Clinical Executive Assistant

Job Summary:

This position is responsible for providing administrative support for the Chief Operations Officer and all clinical departments. The position ensures the efficiency and effectiveness of clinical operations.

Essential Functions:

• Performs various administrative functions supporting the Chief Operations Officer to ensure successful and effective daily operations of the clinical branch of the organization.
• Manages and maintains the calendars and schedules to ensure business obligations are satisfied.
• Plans and coordinates meetings to maximize availability and efficiency of Lifebanc.
• Prepares/Edits correspondence and various documents from written material or creates correspondence from information provided.
• Coordinates and attends monthly staff meetings and prepares agendas, handouts, and meeting minutes.
• Supports facilitation of Lifebanc’s strategic goals.
• Develops and implements efficient documentation and administrative systems.
• Provides comprehensive meeting support through detailed note taking and follow-up.
• Coordinates internal meetings which include monthly department meetings, one-on-one and strategy sessions.
• Understands and analyzes foundational KPI’s for areas of improvement.
• Performs data gathering and analysis to assist with clinical trend and results monitoring.
• Coordinates action item tracking, follow-up, and reporting related to continuous improvement activities or project management activities.
• Assists with collection and reporting of departmental schedules, time keeping, and productivity data.
• Manages expenses, schedules, and travel arrangements.
• Manages events and interfacing with external partners.
• Conducts research, assembles and analyzes data to prepare reports and documents.
• Collaborates with internal staff at all levels of the organization and external clients as needed.
• Prepares correspondence and various documents from written material or creates correspondence from information provided by the Chief Operations Officer.
• Supports Operational departments as needed.
• Assists with special projects that advance the organization’s strategic goals.
• Maintains a database of administrative files for the Chief Operations Officer.
• Performs all other duties as assigned.

Education and Experience:

• Associate or bachelor's degree in business or management field or related area and 5-6 years of executive/administrative assistant experience.

Knowledge, Skills, and Abilities:

• Knowledge of and skill in using correct grammar, spelling, and punctuation in written materials.
• Demonstrated strong knowledge of and ability in using a PC and related Microsoft Office software (such as Word, Excel, Outlook, and Access).
• Ability to communicate with people of all levels, i.e., physicians, nurses, families, clergy, and staff regarding sensitive issues.
• Ability to exercise initiative and sound judgment.
• Ability to maintain confidentiality and exercise discretion.
• Ability to function as a team member.
• Skill in problem solving.

Physical Requirements:

• Ability to lift 25 lbs. and sit or stand for extended periods of time.