Executive Assistant

POSITION SUMMARY:

To be fully engaged in providing Quality / No Harm, Customer Experience, and Stewardship by: Providing

administrative support and assistance to the position of report and by providing, coordinating, managing

or facilitating a wide variety of administrative support functions.

PRIMARY ACCOUNTABILITIES:

Quality/No Harm:

 Assists with maintaining a clean work area.

 Participates and takes minutes in designated department, committee and/or board meetings.

Meeting minutes accurately transcribed and distributed according to Health First policy or sooner

if dictated by area of responsibility.

 Conducts research and administrative support for special projects by preparing data and

providing follow-up and response to inquiries (e.g., surveys, applications, permits, retreats,

research on internet or monitoring of websites, etc.). May also be involved in the evaluation

process by tracking information and data gathering for evaluations.

 Handles incoming calls from various parties (e.g., hospital Board members, medical

staff/physicians, executives, directors, managers, associates and community). May answer

multiple phone lines. While determining the sense of urgency of the call he/she will assist the

caller to resolution or route the call to the appropriate staff member for assistance.

 Demonstrates initiative and ability to work autonomously without close supervision.

 Prioritizes work assignments and hours as necessary to include general secretarial duties (i.e.,

accurate processing of invoices, check requests and travel arrangements, filing, faxing, typing

letters, agendas and presentations, staffing and/or scheduling of various types, ordering office

supplies/equipment/materials, distributing and/or routing mail for administration, and typing and/or

data entry into monthly and other reports and forms).

 Completes correspondence, projects, assignments, and deliverables as required within

appropriate or agreed upon time frames.

 May transcribe dictation from the transcription/dictating equipment.

 Maintains and updates file system and mailing lists for area of responsibility as applicable (main

files, contract files, project files, etc.).

 Proactively makes suggestions to improve process workflow or enhance customer satisfaction.

 Responsible for accurately processing and maintaining time and attendance on the Kronos

system for area of responsibility.

 Shows commitment to individual and departmental Continuous Quality Improvement and

organizational operational effectiveness.

 Monitors, participates in review, and ensures departmental or area policies and procedures are

updated.

QUALIFICATIONS REQUIRED:

 High School Graduate or equivalent is required. A two-year Associate degree in related area is

preferred.

 3-5 years of administrative or healthcare experience required. Healthcare experience is preferred

and may be required in some areas.

 Personal computer knowledge necessary with proficiency in electronic mail packages, Microsoft

Windows, and Microsoft Office applications.

 Good working knowledge of various types of office equipment (fax, copy machine, video

conferencing, etc.).

 Typing skills of a minimum of 50 words per minute as designated by area of responsibility.

 Presents self in a professional manner.

 Good working knowledge of medical terminology is preferred and may be required in some areas.

 Must be adept in grammar, spelling and accuracy.

 Excellent interpersonal relations and communication (written and verbal) skills.

 Excellent organizational and leadership skills.

 Ability to maintain confidentiality.

 Knowledge of quality assurance and quality control procedures.

 Other requirements as dictated by area of responsibility

PHYSICAL DEMANDS:

 Ability to sit at a computer for long periods.

 Manual dexterity required for typing and filing.

 Visual acuity and hand-eye coordination to perform various tasks.

 Ability to lift 25 pounds.

 Ability to work extended hours or weekends to see a project to completion if required by direct

report