Executive Assistant II

2 months ago

Washington, Washington, D.C., United States MEDSTAR HEALTH Full time

General Summary of Position

In this role, you will assist in the management of the operational, personnel, and financial activities of the ambulatory practice department. This will include executive and administrative support to an AVP and Physician, performing a variety of administrative, technical, and operational tasks in support of the department. This includes patient scheduling for surgical procedures and reservation of coordinating operating room space.

Job Duties:

  • Coordinates the administrative details related to the responsibilities of the Administrator which include, but are not limited to: planning, preparing, and compiling necessary information and materials for routine activities and special projects. Provides administrative and secretarial support to others, as needed and as directed. Problems are resolved and/or referred appropriately.
  • Maintains calendar and arranges appointments, including scheduling meetings and travel arrangements and reimbursements. Communicates with other departments or offices to coordinate administrative schedules and contacts the appropriate personnel to ensure coordination/attendance. Screens incoming telephone calls and answer/refer inquiries as appropriate. May assist in front desk duties when needed including answering phone calls and inquiries, relaying messages, scheduling appointments. Responds to requests for information regarding the Department, services, training, teaching or employment opportunities. If applicable, supports the clinical practice of Director, Administrator, Chief or assigned Executive, including but not limited to: scheduling clinic visits, posting surgical cases, and coordinating care across the continuum.
  • Performs a variety of secretarial functions, such as drafting, typing and proof reading of correspondence, reports, spreadsheets, policies and procedures. Disseminates mail/faxes/correspondence for the Department. Files and organizes correspondence, departmental records, as appropriate.
  • Serves as the department liaison to a wide range of Medical Center personnel and with individuals outside of the institution to affect the exchange of information, arrange for services and/or complete administrative tasks. Positive working relationships are established with key hospital and medical center personnel and outside individuals that facilitate action and response. Professional demeanor as appropriate for the position. Interactions with department visitors, staff, and key personnel are appropriate.
  • Prepares for, attends, and participates in staff and full faculty meetings and other meetings performing such functions as preparing materials, minutes, and maintaining files for meeting records.
  • Maintains and monitors office supplies, forms and equipment. Plans, prioritizes and reviews the purchase and use of supplies, initiates purchase requests, oversees the care and maintenance of equipment, processes Accounts Payable for CBO, and reconciles and tracks Accounts Payable issues and contacts with vendors. hiring, scheduling, coaching, counseling, evaluating, and terminating with Department Head's approval.
  • Performs personnel functions for designated areas which may include interviewing, hiring, scheduling, coaching, counseling, evaluating, and terminating with Executive's approval.
  • May assist with personnel paperwork functions including support of credentialing and CAQH requirements and other personnel functions in support of the Executive. May coordinate and process credentialing applications for privileges and faculty appointments, verifying training and education, licensure and recommendations. May complete license renewal application and hospital privilege applications for assigned physicians.
  • Organizes and conducts special projects as assigned including, but not limited to, Department Annual Report, information for Medicare, JCAHO Site Visit preparations, faculty evaluations and space utilization and re-design projects.
  • May act as timekeeper for online payroll system. Manually enters payroll as necessary and assists Executive with payroll and human resources functions including processing payroll paperwork. Works with payroll to resolve errors and special payment requests as needed.
  • Prepares check requests (check requests, purchase orders, journal vouchers) and assists with reconciliation of financial reports for departmental cost centers, including investigation and resolution of erroneous postings. Gathers and assists in compiling financial, statistical data and reports as needed.
  • Exemplifies Guest and Staff Relations standards in all activities. Maintains confidentiality
  • Participates in meetings and on committees and represents the department and hospital in community outreach efforts. Participates in multi-disciplinary quality and service improvement teams.


Qualifications

  • AA degree required or an equivalent combination of education and experience may be considered. BS/ BA is highly preferred.
  • 3-4 years of progressively responsible executive support experience.
  • Supervisory experience of administrative staff is preferred.
  • Excellent oral communication, writing, organizational skills and abilities.
  • Extensive knowledge of computer software including Microsoft Office.
  • Experience with surgical patient scheduling and coordination of OR space required.

This position has a hiring range of $41,953 -
$69,076

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