Executive Administrative Assistant

Description

POSITION SUMMARY

Under the supervision of the director's leadership, the Executive Assistant conserves the executive’s time and facilitates their effectiveness by anticipating their needs while maintaining the strictest levels of confidentiality. The Executive Administrative Assistant is responsible for performing administrative and clerical duties in a healthcare setting in support of executive management.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Included but not limited to the following);

Receives all department telephone calls; ascertains the caller’s nature of business; screens as appropriate; routes calls as necessary.

Responds to inquiries regarding policies/regulation and Center services; refer calls of a technical nature to the Leadership Director(S) and other appropriate personnel.

Maintains Leadership Director(s) calendar of scheduled meetings/appointments; compiles pertinent data and/or materials for presentation at committee meetings, conferences, and Board meetings.

Intercepts incoming correspondence, publications; reads/routes to Leadership Director(s) as appropriate.

Types/prepares for Leadership Director(s) signature, a variety of correspondences/reports; types/prepares required monthly, quarterly and annual reports.

Attends monthly Board meetings and scheduled committee meetings; records minutes; distributes final copy to Board members/committee members in a timely manner.

Receives and assists with resolution of customer complaints.

Serves as a liaison and communication channel between Leadership Director(s) and FHCN staff. Greets, introduces, seats, offers further assistance to all visitors who present to the office of the Leadership Director(s).

Assists in managing and coordinating the daily operation of the administrative department as well as assisting the Executive Management team.

Completes special projects and assignments as requested by the Leadership Director(s).

Exercises authority to use company issued credit card(s) to complete approved travel arrangements for all staff.

Reviews Travel Expense/Reimbursement Form for accuracy and processes to complete reconciliations.

• Coordinates annual Strategic Planning activities.
• Maintains administrative petty cash fund.

Works closely with Board Chair to gather information for Leadership Director(s) annual review.

Works closely with board committee chairs to reschedule meetings when necessary.

Ensures Personnel Policy and Procedures Manual is updated as approved by the board and distributed to each center site in a timely manner.

Maintains up to date Institutional File.

Creates and maintains employee forms and other documents at the direction of the Leadership Director(s).

• Screens all complaints and/or requests to meet with Leadership Director(s).
• Coordinates authorized Center-related travel requests.
• Serves as a member of the grant preparation/progress report committee.
• Prepares for Leadership Director(s) signature responses to routine correspondence.
• Operates administrative office equipment.

Must hold all patient Protected Health Information (PHI) other patient personal information and agency information in confidence, in accordance with the attached Employee Confidentiality Statement, which I have read, understand and signed.

Actively participates in and comply with all aspects of the FHCN Corporate Compliance Program, follow the Program Code of Conduct and obey all relevant laws, statutes, regulations and requirements applicable to Medicaid, Medicare and other State and Federal health care programs.

Participates in CQI, other internal committees, special projects/observances or activities that promote improvements in organizational performance and/or advance the mission, goals and objectives of Fetter Health Care Network.

• Performs other duties which may be assigned by the Leadership Director(s) or designee.
• Requirements

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Thorough knowledge of general office protocol and practices.

Thorough knowledge of proper language usage, grammatical rules, spelling, diction, punctuation.

Thorough knowledge of various typing formats.

Skill in the use of general office machines; excellent typing/keyboarding skills, copy machine, adding machine/calculator, and recording equipment. General computer knowledge necessary.

• Experience in use of a CRT/Word Processor and/or other general use of computers/terminals.
• Must be capable of typing at a corrected rate of at least 50 wpm.
• Must be capable of dealing effectively with the public.
• Must have professional appearance and disposition.
• Must have pleasant personality; must be capable of working well with others.
• Must have excellent telephone manner.
• Must exercise sound, responsible judgment on handling calls/visitors.
• Must exercise discretion at all times.
• Must be able to understand and carry out complex oral and written instructions.
• Must be a self-starter; must be able to work independently with limited supervision.
• Must be punctual.
• Must be dependable and responsible.
• Must be able to plan, assign, direct and review the work of others.

Must have considerable knowledge of the principles and procedures of public and business administration.

Must be capable of interpreting and applying established departmental policies and procedures.

EDUCATION AND EXPERIENCE

Associates Degree in Secretarial Science, Business Administration, Office Management or other related field preferred.

Minimum of two (2) years executive secretarial/administrative assistant experience, preferably in a health care setting