What are the responsibilities and job description for the Temporary Executive Assistant position at HEALTH CARE PARTNERS?
GENERAL DESCRIPTION OF DUTIES AND RESPONSIBILITIES
The EXECUTIVE ASSISTANT serves as the principal administrative support for the Chief Executive Officer. The EXECUTIVE ASSISTANT maintains the appropriate files, prepares correspondence and reports, coordinates the flow of internal communication within the Corporation, and serves as receptionist for the executive offices of the Corporation. The EXECUTIVE ASSISTANT also acts as Human Resource Assistant for the organization.
SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Types and prepares correspondence and reports for the Chief Executive Officer and Chief Financial Officer.
2. Maintains appropriate correspondence files and other files as directed.
3. Channels and directs the internal flow of correspondence.
4. Maintains a tickler file for all periodic reports.
5. Maintains adequate supplies and materials for the Executive Offices.
6. Serves as receptionist for personal and telephone inquiries and appointments for the Chief Executive Officer and Chief Financial Officer.
7. Schedules and coordinates arrangements for meetings, conferences and workshops.
8. Attends meetings of the Board of Directors to record minutes, prepares minutes for distribution to Board Members and submits minutes for approval by the Secretary of the Board.
9. Assists in the collection of data and the preparation of periodic reports such as the UDS (Uniform Data System), Medicaid/Medicare cost reports, and the like.
10. Develops plans of action to improve administrative and clinical efficiencies; evaluates, coordinates and monitors other special projects as directed by the Chief Executive Officer.
11. Performs other related duties incidental to the work described herein.
TRAVEL:
1. Responsible for making all airline flight and hotel registrations for executive officers and submitting travel request forms to the Finance Department prior to travel for approval of projected expenses.
2. Responsible for assuring that all travel arrangements are made within the written policies of the Corporation.
REPORTING RELATIONSHIPS:
The EXECUTIVE ASSISTANT reports to, is supervised by and evaluated by the Chief
Executive Officer or his/her designee.
EVALUATION:
The evaluation of work performance is on-going and will be conducted by the Chief Executive Officer. It will include the specific duties and responsibilities of this position description plus employee attitude and general working behavior. Formal evaluation will be conducted as noted in the Personnel Policies, but may be initiated at other times by the EXECUTIVE ASSISTANT or the Chief Executive Officer.
QUALIFICATIONS:
1. Graduation from an accredited four (4) year college or a Business, Technical School in Human Services Management, Business Administration or a related school of training.
2. A minimum of five (5) years’ experience.
3. The ability to use current office machines, including word processors, Excel 5.0, Microsoft Word or higher and other software applications.
4. The ability to take transcription and type a minimum of 60 words per minute.
5. The ability to communicate effectively in person and on the telephone with other staff, the public, patients, the Board of Directors of the Corporation, grant agencies, and other business associates/affiliates
The EXECUTIVE ASSISTANT serves as the principal administrative support for the Chief Executive Officer. The EXECUTIVE ASSISTANT maintains the appropriate files, prepares correspondence and reports, coordinates the flow of internal communication within the Corporation, and serves as receptionist for the executive offices of the Corporation. The EXECUTIVE ASSISTANT also acts as Human Resource Assistant for the organization.
SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Types and prepares correspondence and reports for the Chief Executive Officer and Chief Financial Officer.
2. Maintains appropriate correspondence files and other files as directed.
3. Channels and directs the internal flow of correspondence.
4. Maintains a tickler file for all periodic reports.
5. Maintains adequate supplies and materials for the Executive Offices.
6. Serves as receptionist for personal and telephone inquiries and appointments for the Chief Executive Officer and Chief Financial Officer.
7. Schedules and coordinates arrangements for meetings, conferences and workshops.
8. Attends meetings of the Board of Directors to record minutes, prepares minutes for distribution to Board Members and submits minutes for approval by the Secretary of the Board.
9. Assists in the collection of data and the preparation of periodic reports such as the UDS (Uniform Data System), Medicaid/Medicare cost reports, and the like.
10. Develops plans of action to improve administrative and clinical efficiencies; evaluates, coordinates and monitors other special projects as directed by the Chief Executive Officer.
11. Performs other related duties incidental to the work described herein.
TRAVEL:
1. Responsible for making all airline flight and hotel registrations for executive officers and submitting travel request forms to the Finance Department prior to travel for approval of projected expenses.
2. Responsible for assuring that all travel arrangements are made within the written policies of the Corporation.
REPORTING RELATIONSHIPS:
The EXECUTIVE ASSISTANT reports to, is supervised by and evaluated by the Chief
Executive Officer or his/her designee.
EVALUATION:
The evaluation of work performance is on-going and will be conducted by the Chief Executive Officer. It will include the specific duties and responsibilities of this position description plus employee attitude and general working behavior. Formal evaluation will be conducted as noted in the Personnel Policies, but may be initiated at other times by the EXECUTIVE ASSISTANT or the Chief Executive Officer.
QUALIFICATIONS:
1. Graduation from an accredited four (4) year college or a Business, Technical School in Human Services Management, Business Administration or a related school of training.
2. A minimum of five (5) years’ experience.
3. The ability to use current office machines, including word processors, Excel 5.0, Microsoft Word or higher and other software applications.
4. The ability to take transcription and type a minimum of 60 words per minute.
5. The ability to communicate effectively in person and on the telephone with other staff, the public, patients, the Board of Directors of the Corporation, grant agencies, and other business associates/affiliates
