Executive Administrative Assistant

Hemphill County Hospital District is looking for a highly organized and detail-oriented Executive Administrative Assistant to support multiple C-Level Executives, drive regulatory compliance efforts, and manage facility and provider credentialing. In this key role, you'll contribute to our mission of operational excellence by ensuring smooth daily operations and maintaining industry standards.

Reporting to the Chief Executive Officer (CEO), you will handle a variety of administrative tasks, working closely with the Executive Team and department directors to complete projects efficiently. Your ability to exercise discretion and professionalism while supporting the hospital's leadership and maintaining the highest level of confidentiality will be crucial. If you're committed to excellence and ready to make an impact, we encourage you to apply.

Responsibilities:

The Executive Administrative Assistant will play a crucial role in supporting administrative functions, maintaining regulatory compliance, overseeing facility and medical provider credentialing, and ensuring the smooth operation of the HCHD Executive Team.

Key responsibilities include:

• Communication & Interpersonal Skills: Exhibit excellent communication and interpersonal abilities when interacting with HCHD Executive Team members, staff, physicians, providers, and visitors. Maintain professionalism and cooperation at all levels of the organization.
• Confidentiality: Safeguard sensitive and confidential information appropriately, exercising discretion and confidentiality at all times.
• Professionalism & Diplomacy: Maintain poise, tact, and diplomacy when working with diverse groups, including healthcare teams, executive staff, and external stakeholders.
• Attention to Detail: Demonstrate a high level of attention to detail when composing, typing, and proof-reading materials. Accurately review and report data while ensuring proper calendar management.
• Proactive Execution & Multitasking: Effectively execute priorities, multitask, and meet deadlines, all while adapting to changing priorities and assignments within the Executive Team.
• Reliability: Be dependable in attendance and participation in meetings, contributing consistently to team goals.
• Technical Proficiency: Possess proficiency in Microsoft O365 applications including Word, PowerPoint, Excel, SharePoint, Outlook, and SmartSheets.

Facility and Provider Credentialing:

• Collaborate with Internal and External Entities: Work closely with various departments, department heads, and external credentialing bodies to gather and update credentialing information, ensuring compliance with industry standards and internal policies.
• Oversee Credentialing Process: Manage and oversee the facility and provider credentialing processes, ensuring all necessary documentation, licenses, certifications, and credentials are collected, verified, and maintained in accordance with regulatory standards.
• Maintain Accurate Records: Keep up-to-date and accurate credentialing records, monitoring and tracking expiration dates of credentials and licenses to ensure timely renewals and prevent lapses.
• Coordinate with Accrediting Bodies: Prepare and submit credentialing applications to relevant accrediting bodies, licensing agencies, and insurance organizations, facilitating the credentialing and re-credentialing of healthcare providers and entities.
• Respond to Inquiries: Address inquiries related to provider and facility credentialing from internal and external parties in a timely and professional manner.
• Align with HCHD Standards: Ensure all credentialing processes align with the mission, vision, and values of Hemphill County Hospital District, working to maintain compliance with industry regulations and guidelines.

Additional Responsibilities and Executive Support:

• Documentation and Compliance: Manage and maintain documentation for contracts, policies and procedures, medical staff, and board meetings. Ensure timely retrieval and distribution of documents to executives, department managers, auditors, and external parties (e.g., insurance companies). Keep accurate, consistent records of all materials maintained in the Executive Assistant's office.
• Regulatory Compliance: Monitor and ensure adherence to regulatory standards, industry regulations, and compliance policies. Assist in developing and implementing compliance procedures, training materials, and conducting regular audits to address non-compliance issues with corrective action plans.
• Executive Support and Travel Coordination: Assist C-level executives with day-to-day activities, including calendar management, scheduling meetings, and coordinating appointments. Arrange travel logistics (flights, accommodations, transportation) and provide detailed itineraries. Handle confidential information with discretion.
• Meetings and Communications: Prepare and organize materials for meetings (Medical Staff, Board of Directors, and Finance Meetings). Attend meetings and maintain accurate meeting minutes. Act as a liaison between executives and stakeholders, ensuring clear communication and collaboration.
• Procurement and Office Operations: Create purchase orders and manage CEO company credit card expenditures. Order office supplies from the Materials Management Department and assist with the registration and revalidation of state and federal agency websites. Create tickets for repairs or IT issues as needed. Ensure all meetings and operational needs are met smoothly and efficiently.
• Website and Event Coordination: Collaborate with the web team to post Board of Directors' agendas, minutes, and election notices. Support the coordination of special projects and initiatives led by the executive team. Conduct elections for yearly Board Director vacancies.
• General Administration: Anticipate the needs of the district and executives, delegating tasks and collaborating with various departments when completing forms and applications. Ensure timely and accurate handling of all administrative responsibilities related to the executive office.

Minimum Experience, Abilities Required and Special Requirements:

• Two or more years of recent office work experience as an Administrative Assistant, preferably serving with company Executives, Attorneys, and/or in hospital/healthcare setting.
• Prior duties/experience should include: professional interaction with visitors; screening and routing telephone calls appropriately and professionally; maintaining office calendars; preparing meeting agendas, materials, and minutes; scheduling meeting rooms and/or coordinating travel for meetings; maintaining and communicating policies and procedures; and maintaining and ordering appropriate related office supplies.
• Willingness to be crossed trained to other areas
  
• Obtain BLS certification within 30 days of hire.
• Experience in Medical Credentialing preferred
• Direct Regulatory Compliance experience in healthcare field preferred
  
  

Education/ Certifications/ Licenses Requirements:

• High School Diploma required.
  
  

Physical Demands:
Physical demands described herein represent those that must be met by an employee to perform successfully the essential functions of the job:

• Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, scanner, and other similar office equipment/machines
• Reasonable accommodations to perform the essential functions may be made for individuals with disabilities in keeping with applicable laws
• While performing the duties of this job, the employee is required to sit for long periods of time; stooping, bending, stretching?-as for reaching files and/or supplies?-is required; occasional lifting of objects to 25 pounds is required.

Benefits:

At Hemphill County Hospital District, we offer a customizable benefits package to meet you and your family needs. We offer Medical, Vision, Dental, Paid Time Off, Tuition Assistance, and an Employer Matched Pension Plan-- just to name a few of the many benefits we offer to eligible employees.

Company Policy:

Hemphill County Hospital District is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, pregnancy, sexual orientation, age, religion, creed, national origin, gender identity, disability, military/veteran status, genetic information or any other categories protected by applicable law.

The job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Hemphill County Hospital District.

Hemphill County Hospital District is committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request an accommodation email careers@hchdst.org  or call 1-806-323-1124​.