What are the responsibilities and job description for the Executive Assistant position at HealthCore Clinic?
Executive Assistant
At HealthCore Clinic, we pride ourselves on being a premier medical employer and learning institution for individuals willing to serve the underinsured. Our “You-Centered” approach to healthcare for our clients only works because we employ, train and retain the best of the best.
At Healthcore Clinic, we believe healthcare is a human right whose access should not be bound by finances. If you believe in our philosophy and are fun loving, open minded, caring and flexible with your schedule, then you have come to the right place. We are people serving people, serving people. We are looking for a dynamic individual to join our family at Healthcore Clinic.
Job Purpose: The Executive Assistant provides high-level administrative support to the Executive Team and the CEO, by managing schedules, coordinating communications, and handling confidential documents. This role ensures smooth daily operations and enhances organizational efficiency.
Patient-Centered Medical Home Essential Functions:
1.Patient Population Management:
a.Answers incoming phone calls, takes messages and forwards calls to the correct person as needed.
b.Greets and welcomes all guests at the reception area.
2.Care Coordination:
a.Manages the meeting room schedules. Responsible for setting up and cleaning of conference rooms for board meetings, staff meetings, conferences and trainings including catering lunch and providing utensils/meeting materials.
b.Delivers mail, food and other supplies to and from HCC as directed to ensure that adequate support is provided to program staff.
3.Self-management Support:
a.Proactive on leading projects/tasks and takes initiative to identify opportunities to improve processes within the scope of the position.
b.Assists with Outreach projects, Grant programs, and other activities including Food Pantry.
4.Communication Skills:
a.Maintains and oversees the Chief Executive Officer’s and other Leadership team member’s calendars.
b.Schedules meetings, conferences, travel and events for staff as requested.
c.Receives and submits emails for communication on behalf of the leadership team.
5.Quality Improvement:
a.Orders and maintains supplies for copiers, printers, etc. and maintains documentation to ensure that entire clinic has the office supplies needed to function efficiently.
b.Organizes, maintains and files all documents in adherence to a pre-established filing system.
Additional Essential Functions:
1.Processes incoming and outgoing mail; copies, scans and faxes documents; and performs other general clerical duties.
2.Prepare agendas, meeting minutes, and follow-up actions.
3.Gathers and organizes receipts to reconcile team member credit card statements.
4.Updates HCC’s organizational phone list as needed.
5.Assists Human Resources with administrative projects such as new hire processes, tours, scheduling interviews, creating new employee badges, etc. while maintaining absolute confidentiality.
6.Supporting, planning and attending events that may require working some weekends.
7.Draft, review, and manage official correspondence, reports, and presentations while ensuring accuracy and confidentiality.
8.Maintain organized records and assist in document compliance.
9.Act as a liaison between executives, staff, patients, and external stakeholders.
10.Assist in clinic operations, manage office supplies, and support special projects as needed.
11.Other duties as assigned.
Qualifications and Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
1.Minimum of five (5) years of related office management or administrative experience required.
2.Bachelors Degree or Associates Degree from a two-year college, preferred.
3.Have a positive, friendly and professional demeanor with excellent interpersonal skills.
4.Strong computer literacy, especially with Microsoft Office Suite products.
5.Strong office skills including accurate typing, data entry, and filing.
6.Ability to compose and generate documents and reports in an accurate and timely manner.
7.Ability to work productively with internal and external customers.
8.Ability to keep supervisor informed about progress and problems.
9.Excellent written and verbal communication skills; organizational skills; and time management skills.
10.Remain flexible to withstand unpredictable changes to workflow and schedules.
HealthCore Clinic offers competitive salaries with benefits for positions in medical and non-medical fields. Not only is HealthCore a renowned employer with excellent employee satisfaction ratings, but we are also innovators in the field of community health services. Some of the benefits we offer include:
- Medical Health Insurance
- Dental Insurance
- Vision (HCC paid for employee only)
- Healthcare FSA
- Voluntary Life Insurance, HCC paid
- HCC Paid STD and LTD
- 401K with HCC 6% matching contribution
- Tuition Reimbursement
Not only is Healthcore Clinic a great place to get care, it’s also a great place to work!
