Exec Secy to Hospital Board

Distinguishing Features of the Class:  The Executive Secretary to Hospital Board is responsible for performing a multitude of complex and confidential administrative and secretarial support for various boards throughout the hospital.  The individual in this position exercises discretion and independent judgment in coordinating and facilitating Board related activities, and will develop and implement policies and procedures related to the administrative support of the Boards.  Supervision is exercised over secretarial and clerical staff. 

Examples of Work:  (Illustrative Only)

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Board of Directors, including those of a sensitive or confidential nature, and determines appropriate course of action, referral, or response;

Develops and implements administrative policies and procedures for conducting the business of the various hospital boards, and facilitates workflow for Board activities by providing timely information, alerts and follow up;

Coordinates a variety of programs and activities for Board members, such as meetings, workshops, and travel accommodations, and ensures availability of facilities, equipment and services;

Serves as liaison to committees and organizations for the purpose of gathering or conveying information on behalf of the Board of Directors;

Organizes, coordinates, and assists with special projects as assigned by the Board of Directors, and prepares and disseminates materials and logistics necessary for Board activities;

Oversees and performs executive secretarial functions in support of the various boards throughout the hospital;

Oversees development of Board agendas and meeting packets for a number of Boards, ensuring the accuracy and completeness of materials presented to the boards;

Develops and maintains Board and Board committee meeting minutes, and prepares and compiles agendas and all support materials;

Prepares and reviews confidential correspondence, reports, memoranda, and applications;

Opens and screens mail related to Board activities, answers routine mail independently and routes other mail with background material as necessary;

Provides support for special projects in support of Boards and related committees;

Effectively uses automated systems to perform work assignments;

Assists in providing supportive administrative services or other duties as assigned.

Required Knowledge, Skills, Abilities and Attributes:  Thorough knowledge of office management protocols and developing systems for workflow; good knowledge of executive secretarial skills; knowledge of the policies and programs used in the operation and administration of a large medical center; ability to resolve routine administrative problems independently; ability to compose and edit letters and memoranda; ability to comprehend the varied activities of the hospital sufficiently to handle the mass of items passing through board offices; initiative; tact; poise; neat personal appearance; physical condition commensurate with the demands of the position.

Minimum Acceptable Training and Experience:  High school or equivalency diploma and seven years of administrative support, office management or secretarial experience, two of which required substantial interaction with executives and senior leaders in a hospital or health care setting.

*Special Note:  Education beyond the secondary level must be from an institution recognized or accredited by the Board of Regents of the New York State Education Department as a post-secondary, degree-granting institution.