Executive Administrative Assistant-Administration (Clinic Division)

Job Objective:

Performs a variety of administrative and technical functions to support the assigned leader(s) and department(s). Receives and processes telephone calls and visitors. Prepares and maintains reports, schedules meetings and confidential information.

Essential Responsibilities:

• Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
• Coordinates, updates and maintains Outlook calendar for assigned leader(s) with current schedule of events, committees, appointments and other meetings.
• Schedules and coordinates meetings; ensures required attendees are notified through email, telephone or other form of communication as directed.
• Schedules meeting rooms and arranges catering, equipment, audio-visual equipment, or other necessary items for meetings.
• Distributes agendas and corresponding documentation.
• Maintains high degree of confidentiality in all situations including medical staff issues, performance appraisals, employee counseling, Board of Director issues, patient issues, employee issues and meetings.
• Answers administrative telephone in a prompt, professional and friendly manner; redirects to other personnel as appropriate.
• Prepares correspondence, minutes, agendas and other documents as assigned.
• Greets and screens “walk-in” traffic for assigned area and directs to the appropriate person or department.
• Receives, opens, reviews and prioritizes mail and inter-office correspondence received for assigned leader and department. Distributes, responds and/or re-directs correspondence as necessary or as directed.
• Obtains signatures and process requests (capital requisitions, purchase orders, check requests, education and travel requests, contracts, etc.) in a timely manner.
• Assures the office and break areas are clean and routinely stocked with food and beverages as directed by leadership.
• Orders supplies as needed.
• May be responsible for monitoring schedules and assisting with timekeeping.
• May be responsible for scheduling appointments, meetings and interviews and facilitating travel and lodging.
• May be responsible for scheduling new hire orientation for new employees or contingent workers.
• Performs other duties as assigned.

Essential Skils:

• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
• Ability to adapt quickly to changing priorities and unexpected situations
• Self-starter; driven to take action without needing prompting
• Problem solving skills to identify issues and formulate effective solutions
• Ability to maintain high degree of confidentiality
• Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)
• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
• Written and verbal communication skills
• Ability to problem solve independently
• Ability to effectively communicate in a positive and professional manner
• Ability to arrange appointments, meetings, conferences and maintain multiple schedules
• Organization skills with ability to prioritize projects and assignments
• Ability to work with minimal direction/supervision