What are the responsibilities and job description for the Executive Secretary position at Eastern Connecticut Health Network?
We are a small community hospital where your voice is heard! We believe in sharing ideas and working with staff to create innovative ideas to improve employee engagement and patient care.
What we offer:
- Generous Vacation that is front loaded based on budgeted hours. Ex. 40 hours/ week = 26 days a year!
- Sick Time on an accrual basis
- 401(k)/Medical/Dental/Vision Insurance/Employee Assistance Program
- Voluntary Benefit Options
- Tuition Reimbursement, Free Parking
- Perk Spots (Discounts at local retailers, restaurants, travel, and childcare centers)
- Career Growth within the organization
POSITION SUMMARY:
Under the direction of the SVP of Finance/CFO coordinates a wide range of complex and confidential administrative duties with discretion and independent judgment relieving the senior official of minor administrative matters. This includes answering phones, typing and creating reports, spreadsheets and presentations, scheduling meetings, coordinating events (offsite and onsite), assisting members of the Financial Services leadership team and Office of the President as necessary. Responsible for directing contracts, notifications, and announcements to responsible department official for completion and/or follow-up. Directs complaints, develops presentations, files, and maintains databases. Works closely with the Senior Vice President and Financial Services leadership, attends meetings and records minutes as directed by the Senior Vice President. Comfortable with working closely with the organization’s staff to schedule meetings and/or functions. Responsible for reviewing documents, time and attendance, and correspondence for accuracy prior to submitting to the Senior Vice President for approval/signature.
EDUCATION/CERTIFICATION:
- High School Diploma is required; an Associates Degree in Secretarial Science is desirable but not required
EXPERIENCE:
- Ay least five (5) years of previous administrative assistant experience is required.
COMPETENCIES:
- Maintains a code of professionalism within the organization with concentration on telephone manners and communications with a wide range of employees, medical staff, visitors, patients and others requiring confidential and special consideration.
- Must exercise sound judgment and decision-making when communicating to patients, families, and staff while creating a positive image of the Senior Vice President’s office and division.
- Excellent verbal communication is needed in order to deal effectively with public, staff, doctors, and various internal hospital departments.
- Must be able to speak, read and write using the English Language, able to comprehend moderately complex contracts, type spell and use proper grammar syntax when independently writing basic memorandum, creating minutes, communications and correspondence.
- Must be able to work independently without close supervision.
- Familiarity with all hospital departments and services provided is necessary in order to effectively answer calls, direct complaints to the proper party and resolve administrative problems.
- This position requires the incumbent to have a firm grasp of, and at least intermediate knowledge and ability in using a personal computer software programs such as Outlook, Word, Excel, PowerPoint, and Access.
ESSENTIAL DUTIES and RESPONSIBILITES:
Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job. They are intended to be accurate reflections of the principal duties and responsibilities of this position. These responsibilities and competencies listed below may change from
time to time.
Job-Specific Competency
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1. Type letters and other materials from the Senior Vice President and other management staff members. |
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2. Generates routine correspondence and composes letters and memoranda upon request. Coordinates paperwork for processing of reports, spreadsheets and presentations. |
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3. Attends meetings as requested and transcribes minutes accurately and on time. |
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4. Schedules meetings, conferences, retreats, appointments, conference calls, social functions and advises the attending parties of subject matter and material required. |
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5. Gathers required materials for all meetings and ensures that it is distributed by using interoffice mail, US Postal Service, Fed Ex or courier service in a timely manner for all scheduled meetings. |
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6. Maintain personnel files and confidential files/records for the Senior Vice President. |
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7. Supports functions of the Financial Services Division including the preparation of documents, reports, presentations, minutes, coordination of meetings, ongoing tracking of follow-up items, and correspondence. |
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8. Manages ordering of supplies and services for the department for cost containment. |
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9. Handling of special projects and implementing new projects as assigned by the Senior Vice President. |
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10. Investigates and obtains explanations of problematic situations and discrepancies, maintains follow-up on important projects and assignments. |
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11. Provides assistant to the Office of the President as requested. |
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12. Signatory privileges i.e. Food/Banquet requests, etc. |
