Executive Administrative Assistant

ROANE GENERAL HOSPITAL - EXECUTIVE ADMINISTRATIVE ASSISTANT

Roane General Hospital in Spencer, WV a 60 bed Critical Access Hospital with 35 SNF/ICF beds, 25 acute care beds, Level IV Trauma Emergency Department, three Rural Health Clinics and a walk-in clinic is currently seeking applicants for an Executive Administrative Assistant.

SUMMARY

Reports directly to the Chief Executive Officer and Chief Operating Officer. Work independently performing a wide range of complex and confidential administrative and secretarial support. Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Perform multifaceted administrative duties; prepare and distribute meeting notices and agendas; attend meetings; take and transcribe dictation of minutes and departmental and/or committee meetings; compose difficult correspondence independently on a variety of matters, from rough drafts, transcription machine tapes or verbal instructions.

Provide assistance to community committees by preparing presentations, reports and compiling materials.

Review, assess, route, answer and monitor follow up action steps on correspondence. Gather and analyze information required for administrative reporting.

Provide wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, presentations, etc.

Prepare and assemble Board of Directors agenda items and presentations assuring the inclusion of backup materials; attend meetings to record proceedings; prepare and distribute comprehensive minutes of meetings. Maintain current bylaws, materials, and files. Prepare reports required by Board. Inform Board members by phone, email, and/or written notification of all meetings and/or any Board-related information.

Assist Executive Management by typing, copying, and mailing multifaceted paperwork. Assist physicians by preparing correspondence, schedules, forms, etc. Provide generalized assistance to all departments.

Manage complex calendars, arrange for meetings, appointments and travel arrangements.

Coordinate events, including conferences.

Purchase and maintain inventory of supplies for Administration area.

Create and maintain filing system(s).

Answer and route phone calls, mail and e-mail messages and may handle wide range information dissemination.

Compile and type statistical reports.

Assist in training, scheduling, and distributing work of students, casuals, etc.

Maintain the original or a copy of all hospital-related contracts, agreements, etc. via a computer folder and/or hard copy file.

Manage MCN Healthcare Policy Manager. Enter contracts and agreements; assign process owner(s); monitor processes; manage competencies; enter revisions, etc.

Manage all grants related to federal, state, foundations, state loan repayment programs, recruitment and retention, etc. Prepare, submit, and track grant applications. Prepare and monitor forms/reports connected with grant-funded programs, such as receipts and expenditure reports, progress reports, budget reports and justifications, etc. Maintain files on grants.

Maintain Provider Contracts. Prepare spreadsheets with pertinent data for auditing purposes.

Prepare and submit annual Hospital Licensure application along with required paperwork.

Daily operations of a personal computer and peripheral equipment includes the use of multiple technical applications such as word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, e-mail, and internet. Also includes a variety of modem office machines and equipment such computer, calculator, telephone, FAX, copiers, scanner, recorder/transcriber, overhead projector, slide projector, and multimedia projector.

Works well with others in a team effort.

Demonstrates awareness of and compliance with hospital policies and procedures, assumes responsibility for learning new policies and procedures.

Assume responsibility for professional and personal development. Self-learning needs are communicated to appropriate resources.

Tactful and effective communication is maintained.

Maintain a safe environment for self and others.

Work performance demonstrates competency of skills and concepts.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); with prior secretarial experience, preferably three years or more. Basic computer skills are required.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

SAFETY POLICIES AND PROCEDURES The employee in this job must be knowledgeable about and follow the company's safety policies and procedures as described in the company safety manual.

Opportunity

We offer a competitive salary and an excellent benefit package including: health, dental, life insurance, 401K and free membership to our on-site fitness center.

“Roane General Hospital is an equal opportunity provider, and employer.”

To file a complaint of discrimination, write USDA, Director, Office of Civil Rights,1400 Independence Avenue SW, Washington, DC 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TDD

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Spencer, WV 25276 (Preferred)

Ability to Relocate:

• Spencer, WV 25276: Relocate before starting work (Preferred)

Work Location: In person