Executive Assistant
2 months ago
EducationBachelor's degree in Business Administration is preferred but in lieu of degree, at least ten years experience as an Executive Assistant will be considered.
Preferred Experience5-7 years of progressively more responsible job related experience to include office management and support of a senior executive Required Knowledge, Skills, and AbilitiesShould have demonstrated skills in Word, Lotus Notes and Power Point and experience transcribing dictation.Serves as assistant to the Sr. VPMA /& CMO by providing direct staff support and through supervision of other administrative support staff within the department.Manages calendar and appointment schedule for the Sr VPMA. Schedules and cancels meetings based on knowledge of the executive's duties, preferences, priorities and commitments. Uses initiative and discretion to establish priorities, sets up, schedules or triages appointments.Coordinates meetings and conferences to include preparation of agenda and meeting materials, assists with preparations of presentations, prepares monthly CMO reports, serves as liaison to members of the Board and Exc. Staff, prepares minutes and follow-up documentation.Receives and reviews all incoming calls and correspondence and determines proper action. Gathers background information to facilitate required action and drafts a variety of correspondence and responses. Establishes a systematic follow-up procedure to assure that responses are handled in a timely manner. Reviews outgoing correspondence to assure appropriate spelling and grammar.Supervises administrative support staff and assures coverage of assigned areas. Assigns work priorities and deadlines, interviews and orients new staff. Assists in evaluating performance and makes recommendations for personnel actions such as merit increases, promotions, disciplinary actions and grievance.Develops and implements policies and procedures relating to the administrative functions of the department. Provides training for staff as appropriate to their functions.Handles all personnel-related activities for the department, including the hiring and termination of administrative/clerical staff, employee evaluations, employee physicals, tuition assistance, property receipts, and employee requisitions.Reviews all patient concerns directed to the department. Screens the concerns, initiates investigation and/or delegates to appropriate clinical or administrative managers. Assures appropriate and timely follow up with patient and/or families to assure timely resolution.Coordinates patient related matters for CMO's private patients. Schedules appointments, provides follow up tests and lab results, triages calls, transcribes dictation of notes and coordinates physician referrals.Serves as project manager for delegated projects. Develops project plan, conducts necessary research, coordinates the planning meetings, agenda and follow up action items to assure timely and successful completion of the project. Prepares recommendations, action plan and any required monitoring and reporting associated with the project.Serves as departmental liaison with internal departments and with external vendors.Participates in department planning and development including preparation and justification for staff and equipment. Manages the collection and disbursement of statistical information related to the department for the purpose of evaluation, control, and planning. Assists in the preparation and monitoring of budgets (capital, expense, staffing, and revenue) for designated cost centers.Approves, verifies and oversees income and expenditures of department including vouchers, purchase orders, payroll and salaries and completion of WHC financial forms necessary for operation. Develops and maintains department reports for tracking.May assist in the coordination, processing, and maintenance of applications, verification of credentials, department orientation and/or other administrative activities.Maintains current knowledge of technical and business developments and communicates relevant information to the work group.
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