Executive Assistant

Acting under the general direction of the Administrator of Perioperative Services, supports and assists with the daily administrative and project coordination activities of Perioperative Services.  Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values.

1. Responsible for the organization and coordination of work to meet the needs of the Administrator of Perioperative Services.

This includes:

• Maintenance of schedules.
• Organizing travel arrangements.
• Answering telephone inquiries, providing answers to routine questions, obtaining information and directing calls to the appropriate individual or department.
• Greeting visitors, ascertaining nature of their business and directing them appropriately.
• Composing or transcribing correspondence and reports as directed.
• Maintaining a filing system of correspondence and other documents.
• Screening and distributing incoming mail as appropriate.
• Maintain an adequate stock of supplies and fill out necessary forms to store, order or return merchandise.
• Coordinate the proper flow of MMC forms that require authorization for approval by the Administrator.
• Maintain files/binders for various contracts and agreements and process for renewal as needed.
• Type, copy, collate and distribute correspondence, reports, memos and related material according to deadlines set by Administrator.

1. Assist in the preparation of PowerPoint presentations as requested by Administrator of Perioperative Services.

1. Arranges meetings, conference calls, webcasts, retreats, schedules meeting rooms and makes other necessary arrangements such as participant notification, audio visual assistance and catering needs.

1. Take minutes at all meeting as requested by Administrator of Perioperative Services, including: OR Committee, leadership team meetings, department staff meetings as necessary, department retreats, etc.

1. Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values:

• SAFETY: Prevent Harm - I put safety first in everything I do.  I take action to ensure the safety of others.
• COURTESY: Serve Others - I treat others with dignity and respect.  I project a professional image and positive attitude.
• QUALITY: Improve Outcomes - I continually advance my knowledge, skills and performance.  I work with others to achieve superior results.
• EFFICIENCY: Reduce Waste - I use time and resources wisely.  I prevent defects and delays.

1. Develop, maintain, and analyze monthly performance dashboards for Perioperative Services cost centers.

1. Works with Perioperative Services Leaders to support all phases of project management initiatives: data collection/analysis for process flows; maintaining decision matrix for projects; communication plan for special projects; assist with project training initiative.

1. Responsible for coordinating activities and resources in support of projects that impact Perioperative Services. Which Includes:

• Develops and maintains rapport with multidisciplinary team members in support of initiatives and projects – includes networking with team members across departments (internal to MMC) and parties/agencies external to MMC.
• Works with service line leaders to ensure project completion on-time and within budget constraints.
• Maintain revenue, expense & volume reports related to projects.

1. Maintain current knowledge of relevant Administrative Policies, departmental policies and procedures; government regulations in order to meet operational goals and objectives in addition to The Joint Commission and other regulatory requirements.

1. Proficient in organizing, scheduling of webcast/webinars, offers webcast/webinar audio visual technology support. Maintains database for tracking of all webcast/webinars and other education opportunities either provided or attended.

1. Assist in communication and marketing; serve as central liaison for the different departments in Perioperative Services. Assists with development of department forms, brochures, pamphlets, and advertising materials. Maintains files for all print and electronic marketing materials.

1. Maintains Database for tracking licensure of all professional staff.

1. Assists team in managing the Cerner data as needed.

1. Act as a central Liaison for IS Special Projects to manage project milestones, timelines, budgets, etc.

1. Accurately completes, records and tracks purchases requisitions for supplies, special order items, and capital purchases; and tuition/travel reimbursement for continuing education. Monitors trends in controllable spending.  Maintains spreadsheet for capital equipment purchased for Perioperative Services and respective cost centers.  

1. Prepare spreadsheets and data management reports regarding department quality and operations improvements initiatives, copy and distribute to appropriate parties.

1. Manages large amounts of sensitive, confidential information concerning personnel, financial, information contained in minutes, letters and other documents.

1. Responsible for Time Card Edits and Electronic Schedule input for employees.

1. Responsible for completing medical record billing reviews required for purposes of entering patient sensitive information and status changes for appropriate billing edit entries/corrections.

1. Maintains a commitment to the MHS mission, vision, values, goals and behavioral standards.

1. Serve as a resource for administrative staff within Perioperative Services.

1. Performs other projects and duties as assigned.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job.  Incumbents may be requested to perform tasks other than those specifically presented in this description.

Salary : $26 - $40