Executive Assistant - Willowbrooke (Days)

A key member of the Administrative department to maintain an efficient team-oriented office environment. The primary roles of this position are to relieve the Willowbrooke leadership team of administrative type functions in order to increase their availability for executive level responsibilities.

Required Knowledge & Skills

Education: High School Diploma or GED

Experience: Four years of related experience. Requires broad knowledge of complex systems and procedures.

Licenses and Certifications

NONE REQUIRED

Qualifications

• Excellent customer relation skills

• Proficient organization skills for multi tasking

• Proficient computer skills (Word, Excel, PowerPoint, Outlook)

• Leadership training and experience

• Ability to maintain confidentiality a must

• Professional appearance, mature, and stable

• Excellent written and verbal skills

• Organized and detail oriented

• People oriented

• Type 35 wpm

Statement Of Employment Philosophy

Being a part of Tanner Health System is more than a job, it is a promise we make to treat every patient with exceptional service every time they walk through our doors. Service excellence is the foundation of our organizational culture and the expectations we all set for each other, our patients, physicians and our community. All employees agree to abide by a set of service standards. These standards are the promise we make to provide the best care possible, and represent our beliefs, values and who we strive to become. We each commit to making Tanner Health System a great place for our employees to work, for patients to receive care and for physicians to practice medicine.

Functions

Area of Responsibilities

• Provides clerical functions for the department (to include typing, greeting, answering phones, and confidential correspondence for Administration). Receives visits or calls regarding complaints which may be resolved or referred to proper person for resolution.

• Maintains calendars call schedules staffing and payroll for Administration. Coordinates travel and educational arrangements for Administration. Maintains education records for leadership. Processes and tracks purchase orders and check requests. Maintains and processes physician logs and time sheets. Maintains administrative Leadership polices on the intranet.

• Maintains contract file system and coordinates processing of contracts to Accounting, Administration, and Compliance office.

• Position requires frequent contact with others both within and external to the facility. The employee must demonstrate the ability to effectively communicate and work as a team member of each department. Demonstrates conduct in keeping with the Tanner Standards of Behavior, maintains confidentiality in compliance with the standards and policy, communicates with patients, visitors, and families in a manner which promotes patients satisfaction.

• Responsible for establishing and maintaining official documents and records in appropriate files. Attends some meetings, seminars, etc., and must maintain official minutes for these meetings. Must be able to work with sensitive information with the utmost discretion. May do research for a project or a legal matter. Performs such other duties as may be assigned.

Compliance Statement

Employee performs within the prescribed limits of Tanner Health System's Ethics and Compliance program. Is responsible to detect, observe, and report compliance variances to their immediate supervisor, the Compliance Officer, or the Hotline.

Required Knowledge & Skills

Education: High School Diploma or GED

Experience: Four years of related experience. Requires broad knowledge of complex systems and procedures.

Licenses and Certifications

NONE REQUIRED

Supervision

None

Qualifications

• Excellent customer relation skills

• Proficient organization skills for multi tasking

• Proficient computer skills (Word, Excel, PowerPoint, Outlook)

• Leadership training and experience

• Ability to maintain confidentiality a must

• Professional appearance, mature, and stable

• Excellent written and verbal skills

• Organized and detail oriented

• People oriented

• Type 35 wpm

Definitions

A key member of the Administrative department to maintain an efficient team-oriented office environment. The primary roles of this position are to relieve the Willowbrooke leadership team of administrative type functions in order to increase their availability for executive level responsibilities.

Position Responsibilities

Contact with Others: Requires frequent contact with many persons at different levels inside and outside of the organization to carry out organization policies and programs and obtain willing acceptance, consent, or action.

Effect of Error: Probable errors may be serious and involve losses such as improper costs, overpayment, waste of material, damage to equipment, and delay in processing work. Effect usually confined within the organization. Most of work not subject to direct verification or check. Regularly works with some confidential data such as account, salaries, patient medical records, which if disclosed might have adverse internal or external effects.

People Management Responsibilities

Supervisory Responsibility: Occasionally uses assistance of aide or helper in performance of task

Work Environment/Physical Effort

Mental Demands: A wide variety of complex, changing problems, most of which cannot be anticipated, and there is little existing precedent. Requires careful analysis for the effect of solution on other activities and overall coordination in the organization. Accuracy is essential and not subject to further check. Work involves high degree of resourcefulness, independent judgment, initiative, and long-range planning to achieve major functional objectives.

Working Conditions: Minor - Occasionally involved in exposure to dirt, odors, noise, or some work is performed with exposure to temperature/weather extremes/occupational risk and probability of coming into contact with blood borne pathogens, other potentially infectious diseases, or biomedical/bio-hazardous materials.

Working Conditions Aspects for Immunizations

Performs tasks involving contact with blood, blood-contaminated body fluids, other body fluids, or sharps (needles): No

Directly works with Patients less than 12 months of age: No

Physical Effort: Minimum physical effort - Physical demands encountered are those of a typical office job.

Physical Aspects

Bending: Occasional = 1% - 33% of the time

Typing: Constant = 67% - 100% of the time.

Manual Dexterity - picking, pinching with fingers etc.: Constant = 67% - 100% of the time.

Feeling (Touch) - determining temperature, texture, by touching: Occasional = 1% - 33% of the time

Hearing: Constant = 67% - 100% of the time.

Reaching - above shoulder: Occasional = 1% - 33% of the time

Reaching - below shoulder: Occasional = 1% - 33% of the time

Visual: Constant = 67% - 100% of the time.

Color Vision: Occasional = 1% - 33% of the time

Speaking: Constant = 67% - 100% of the time.

Standing: Frequent = 34% - 66% of the time

Balancing: Occasional = 1% - 33% of the time

Walking: Frequent = 34% - 66% of the time

Crawling: Not required

Running - in response to an emergency: Not required

Lifting up to 25 lbs.: Occasional = 1% - 33% of the time

Lifting 25 to 60 lbs.: Not required

Lifting over 60 lbs.: Not required

Handling - seizing, holding, grasping: Constant = 67% - 100% of the time.

Carrying: Frequent = 34% - 66% of the time

Climbing: Not required

Kneeling: Not required

Squatting: Occasional = 1% - 33% of the time

Tasting: Not required

Smelling: Not required

Driving - Utility vehicles such as golf carts, Gators, ATV, riding lawnmowers, skid steer, aerial lift: Not required

Driving - Class C vehicles: Not required

Driving - CDL class vehicles: Not required

N95 Respirator usage (PPE): Not required

Hazmat suit usage (PPE): Not required

Pushing/Pulling - up to 25 lbs.: Occasional = 1% - 33% of the time

Pushing/Pulling - 25 to 60 lbs.: Not required

Pushing/Pulling - over 60 lbs. : Not required