Executive Liaison and Governance Coordinator

Job Summary:          Under the direction of the Director of Administration (DA), the Executive Liaison and Governance Coordinator (ELGC) of Omni Family Health (Omni) plays a crucial role in supporting the Office of the CEO by overseeing various administrative and governance functions. As a member of the organization’s Administration Department, the ELGC ensures the effective and efficient organization, planning, and facilitation of corporate, board, and committee meetings. Facilitates clear communications with the office of the CEO, board members, and staff; maintains corporate and board files; ensures timely follow-up on all corporate and board matters; engages in board and corporate event planning.

Job Duties:

1. Collaborates closely and effectively with the Director of Administration to ensure they remain well informed of upcoming commitments and responsibilities.
2. Assists in planning and developing annual corporate and board calendars.
3. Assists in the organization, planning, and facilitation of board and committee meetings, retreats, and other corporate or governance related meetings.
4. Develops the content for corporate, board, committee, and retreat meeting agendas, or other meetings as directed in collaboration with the Director of Administration and Office of the CEO. Effectively researches historical information; Ensures thorough and accurate documentation.
5. Assists in the preparation of corporate and board reports; conducts appropriate research; works closely with all departments in accordance with Omni's policies and procedures as directed by the Director of Administration or Office of the CEO.
6. Prepares and sends board and committee meeting packets in accordance with bylaws and Roberts Rules of Order.
7. Attends board and committee meetings; Serves as Recorder; records and prepares meeting minutes; organizes appropriate follow-ups from all meetings and track timely completion of tasks as needed. Follows-up with board members as directed.
8. Maintains accurate corporate and board files and records for easy follow up; Effectively tracks board motions, board terms, continuing education units, and other projects as assigned.
9. Follows up on monthly, quarterly, and semiannual reports to assure proper completion and accuracy of those reports to the Director of Administration before they are mailed to outside agencies.
10. Assists in providing corporate and board minutes, reports, profiles, and additional documentation in preparation for site visits, audits, and surveys.
11. Maintains discretion and confidentiality in relationships with all board members.
12. Adheres to compliance with applicable rules and regulations set in bylaws and other agencies regarding board matters, including advance distribution of materials before meetings in electronic/paper format.
13. Schedules and arranges for conference attendance, including conference registration, hotel bookings, and more.
14. Schedules and arranges conference calls, meetings, and other appointments as needed.
15. Makes travel arrangements for corporate and board meetings or events, including lodging, meal planning and other logistical arrangements as directed.
16. Engages in corporate and board event planning initiatives, including event space research, assist with negotiations for event space locations, arrange food and beverage, order supplies, equipment and signage, ensure appropriate décor to meet quality and brand expectations; serve as a liaison with event vendors; create and revise room layouts; prepare nametags, materials, gift bags, etc.; assist with managing on-site production and clean up; document activities for internal and external communications.
17. Answers, screens, and forwards any incoming phone calls to appropriate individuals or departments; provide basic information when needed.
18. Coordinates office and conference room meeting spaces as necessary.
19. May type and proofread a wide variety of reports, letters, memoranda, and correspondence; capture meeting minutes and share with attendees.
20. Responsible for organizational functions and general meeting support including scheduling meetings, arranging meeting space, and securing food and supplies as needed.
21. Operates copier, mail sorting machine, fax, and other office machines as directed.
22. May be required to provide coverage for corporate Administrative Assistant positions during planned or unplanned absences or in emergency cases to assure that the daily work and operations of the corporate office is running smoothly.
23. Ensures the department provides cohesive support to the mission, vision, and core values while delivering superior customer service.
24. Works closely with all corporate branches, divisions, and/or departments in accordance with Omni’s policies and procedures.
25. Other duties and/or responsibilities as the ELGC may be assigned from time to time.
26. Some travel may be required.

Additional Duties:

1. Health Insurance Portability and Accountability Act (HIPAA) Compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.
2. Compliance: Ensure compliance with all local, state, and federal regulations.
3. Quality Assurance/Quality Improvement (QA/QI): Participate as required in QA/QI activities and contribute towards the overall quality improvement initiatives of the organization.
4. Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include NextGen, Practice Management System (PMS), Quality Systems Inc. (QSI), and other electronic features as they are developed and implemented, as applicable to work environment.
5. Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.
6. Audits: Contributes to required Health Resources and Services Administration (HRSA), Operational Site Visit (OSV), The Joint Commission (JC), and other audit events.

Qualifications, Education, and Experience:

1. High School Diploma or GED certificate.
2. Four (4) years administrative experience in a similar setting required.
3. Experience supporting non-profit Board of Directors desired.

Skills/Competencies:

1. Excellent communication skills (both oral and written), proof reading skills, and speaking.
2. Excellent organization skills and experience with project management.
3. Ability to manage multiple simultaneous projects and work assignments from a variety of staff.
4. Ability to problem solve and remain calm under pressure.
5. Excellent interpersonal skills both in person and by phone, with high level of professionalism.
6. Ability to accomplish projects with little supervision.
7. Strong customer service skills and high expectations for quality.
8. Must be willing to participate in some community activities and travel when required.
9. Proven ability to handle confidential information with discretion.
10. Proficient skills in Microsoft Word, Outlook, Excel, PowerPoint and Smartsheet required.
11. Ability to type accurately at a speed of at least 55 WPM.
12. Must be alert and respect confidentiality of information of all types "general personnel, and/or patient related information."
13. Promotes and believes in Omni's mission statement.
14. Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

 Responsible To:        Director of Administration

Classification:           Exempt