Executive Assistant - Community

Category:

Admin Support

City:

Dyersburg

State:

Tennessee

Shift:

8 - Day (United States of America)

Job Description Summary:

Responsible for providing general administrative support for CEO and supporting health care system operations. Under the direct supervision of the CEO, responsible for assigned scheduled hours on a full time basis. Incumbent is subject to call back as required by the hospital.

Job Specifications:

• Performs technical and complex administrative duties involving the use of independent judgment and an understanding of hospital functions and procedures.
• Receives and screens incoming calls and visitors, employees and physicians for hospital administration. Responds to patient/family complaints in an appropriate manner forwarding concerns to appropriate department directors, risk manager and/or CEO.
• Receives, sorts and reviews internal and external correspondence for CEO.
• Prepares documents as required such as letters, reports, purchase orders, check requests. Distributes and follows up appropriately to ensure completion.
• Makes travel arrangements and submits appropriate paperwork for expense reimbursement.
• Maintains calendar for CEO; schedules and coordinates meetings as needed. Keeps participants informed, confirming dates and times. Prepares agendas and resources as needed for attendees.
• Schedules Executive Board Room, Executive Conference Room and City County Board Room as needed.
• Receives, handles and stores confidential information pertaining to the health care system and/or assigned departments. Maintains confidential files and documents for the CEO.
• Updates electronic files, manuals, and other record keeping systems.
• Familiarizes self with policies and protocols, including contract, finance, accounting, information systems and human resources requirements.
• Serves as a liaison between the department staff and the CEO in passing on and receiving information using critical thinking and judgment to prioritize urgent needs.
• Attends meetings as directed recording, transcribing and distributing minutes. Maintains committee records.
• Assist in the preparation of departmental reports by gathering information from directors, other departments and stakeholders.
• Operates and trouble shoots issues with standard office machines and equipment including computers, printers, copiers, communication devices and fax machines.
• Contributes to a positive work climate and the overall team effort of the department.
• Presents self in a professional manner.
• Acts as a resource for other staff within the hospital and health care system.
• Assists in special projects as assigned by CEO.
• Performs related responsibilities as required or directed.
• Maintains current Medical Staff records to include the following: A) Screens for completeness, licensure, insurance, DEA. B) Distributes initial applicant reference correspondence. C) Attends all Medical Staff meetings. Records, transcribes, and types minutes from meetings and maintains files.
• Prepares and distributes all correspondence resulting from Medical Staff meeting recommendations.
• Updates Bylaws, Rules, and Regulations when approved by the Medical Staff fand Board of Trustees, and notifies individuals and departments of these changes.

JOB SPECIFICATIONS:

EDUCATION:

• High School diploma or GED, required.
• Skill and proficiency in composition, communication, preparation of reports and written materials, and ability to perform mathematical calculations as normally acquired through two years of post secondary education, vocational training, or equivalent experience.

LICENSURE, REGISTRATION, CERTIFICATION:

• N/A

EXPERIENCE:

• Ability to manage and prioritize daily office activities, knowledge of office procedures and equipment as normally acquired through prior office experience of at least 3-5 years.
• Knowledge of hospital and department policy and procedures, medical terminology, and basic record keeping.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to type 45 words per minute accurately, use of computer, copy machine, calculator, fax machine and use Dictaphone equipment.
• Intermediate abilities in the use of Microsoft Word, Excel and PowerPoint preferred.

NONDISCRIMINATION NOTICE STATEMENT

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.