Executive Secretary, Administration

Our Mission

All of us, for each of you, every time.

Our Vision

Together, serving as the trusted regional healthcare partner.

Our Values

 Listen~Love~Respect~Excel~Innovate 

Samaritan Healthcare's Executive Team is seeking an individual with outstanding planning, organizational, and technical administrative skills to support a fast-paced, exciting, and growing organization! The Executive Secretary provides comprehensive administrative support to Senior Leadership and Administration.  Samaritan’s leadership and overall organization is represented by the attitude and professionalism of the person in this position. The individual in this position will be required to fully understand the Mission, Vision, Values, and Strategy of Samaritan Healthcare, personifying service and operational excellence. The individual in this position will be required to fully understand the purpose and operation of the Administration Department along with having the ability to make decisions based on sound judgment when a situation dictates. The ideal candidate exercises critical thinking, the ability to direct workflow while quickly adapting to change, and exercising a high level of confidentiality in work practices. 

This is a full-time, onsite position working Monday - Friday with a typical schedule of 8:00am-5:00pm, must have some flexibility with start and end times.

ESSENTIAL FUNCTIONS

1. Administrative Support. Comprehensive administrative support to Senior Leadership and Administration.
   1. Manages Calendar. Supports Senior Leaders in management of calendars to include scheduling meetings, and resolution of scheduling conflicts. 
   2. Electronic Filing System Management. Ensures that electronic filing systems are kept updated and accurate to include the archiving of past year’s materials.
   3. Compiles meeting packets and attends necessary meetings for minute taking as requested by Senior Leadership.
   4. Data Analytics. Provides data analytic support and assists in project work to include research, creation or original work products, and execution of project objectives.
   5. Correspondence and Presentations. Types or drafts correspondence to include letters, memos, forms, charts, tables, graphs, business plans, and policies and procedures.  Includes handling of confidential, sensitive, and proprietary information.
   6. Screens incoming calls and correspondence and responds independently when possible.
   7. Assists outside consultants, contracted groups, and community agencies with projects and scheduling, as requested.
   8. Maintains payroll timesheets for the direct reports of Senior Leaders, including performing administrative function of reviewing leave activity and approving timecards in the electronic timekeeping system.
   9. Prepares expense reports, coordinates processing of the reports, and maintains correlating database with budget reconciliation.
   10. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings as requested as well as manages travel arrangements for the organization.
   11. Manages PolicyStat and iContracts. Responsible for maintaining the documentation and facilitation of complete and accurate organization policies and contracts.
   12. Prepares and facilitates invoices and other documents for signature of Senior Leaders.
   13. Facilitates the ordering and delivery of meals for onsite meetings as requested by Senior Leadership.
   14. Ordering of supplies for the copy room and use of Administration. 
   15. Works closely with the Administration Office Manager /Executive Assistant to CEO sharing calendars and workload to assure the highest efficiency within the department ensuring appropriate backup during staff absences.
   16. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.
   17. Ensures attendance and participation in training activities, staff meetings, and QI Teams appropriate to the position and to incorporate acquired skills and knowledge.
   18. Ensures no injuries to self or others by following safe work practices and policies. This includes but is not limited to:  security and safety, understanding of MSDS, equipment, infection control, fire, disaster, safe lifting and body mechanics.
   19. Ensures self-compliance with organization policies and procedures as well as labor agreements.
   20. Ensures the interface with team members and other support groups is conducted in a courteous and efficient manner conducive with the organization’s values.
   21. Functions within the framework of employee standards, such as parking, time cards, PARs, scheduling, phone, hygiene, dress code, attendance, etc.
   22. Ensures that additional accountabilities as may be required by management be handled in a manner necessary to meet organizational standards.

WORK ENVIRONMENT

The individual in this position reports to the Administration Office Manager/Executive Assistant to the CEO and will support Administration as well as work closely with other support staff, Department Leaders, Senior Leadership Team, and the Medical Staff.

EDUCATION & EXPERIENCE

• Education:
  1. Associate’s degree required. Bachelor degree in Business Administration or similar field preferred. 
• Experience:
  1. Three years administrative experience in an executive secretarial level position, preferred.
• Skills/Competencies:
  1. Demonstrated aptitude for project management and data analytics.
  2. Proficient in all aspects of computer work including, but not limited to, Microsoft Word, Excel, Access, Outlook, PowerPoint, Publisher, Visio, Adobe Acrobat Professional, and the ability to adapt and quickly learn new technology.
  3. Excellent verbal and written communication skills to include, spelling, grammar and proof reading ability.
  4. Ability to support and manage projects.
  5. Ability to synthesize data into useful information and establish, maintain and control databases.
  6. Ability to interface well with all departments of the organization and to represent the Administration Department in a highly professional manner.
  7. Ability to maintain the highest level of confidentiality.
  8. Ability to work independently
  9. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
  10. Ability to manage multiple priorities and adapt quickly to change.
  11. Critical thinking skills: Seeks resources for direction, when necessary. Performs independent problem solving and deals with a variety of concrete variables. Decision-making is logical and deliberate.
  12. Performs actions that demonstrate accountability. Exercises safe judgment in decision-making.  Practices within legal and ethical guidelines.
  13. interpersonal skills are essential, which include maintaining confidentiality, remaining open to others’ ideas, and exhibiting the willingness to try new things.
  14. Dependability, adaptability, and a high regard for ensuring and implementing practices in order to produce high quality work products
  15. The ability to work a flexible schedule when needed.

PHYSICAL REQUIREMENTS:

1. Occasional standing, walking, lifting, reaching, kneeling, bending, stooping, pushing and pulling.
2. Good reading eyesight.
3. Prolonged sitting at a desk or computer station.
4. Occasionally required to perform activities outside of the facility.
5. Ability to communicate using verbal and/or written skills for accurate exchange of information with physicians, nurses, health care professionals, patients and/or family, and the public.

As a Samaritan Healthcare professional, you will be asked to carry out the Mission, Vision, Values, and Strategy of Samaritan Healthcare, personifying service and operational excellence including the creation and maintenance of the best patient, professional, physician, and student experience.