Executive Assistant
Executive Assistant
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Job Description
Overview
Acting under the general direction of the DMH administration including the CEO CNO VP CMO and Foundation Director.
Qualifications
Education:
High school diploma required. Associates degree or equivalent education is preferred.
Experience:
Minimum of 5 years of administrative support/office management experience required. Experience in a healthcare setting is preferred.
Other Knowledge/Skills/Abilities:
Excellent knowledge and proficiency with Microsoft Office products including Word Excel PowerPoint Outlook and Publisher required.
Demonstrated ability to type a minimum of 40-60 wpm required.
Demonstrated ability to: manage multiple priorities; work with others in professional paraprofessional technical roles and communicate effectively and display outstanding interpersonal skills.
Must have excellent oral and written communications skills to work with all levels of management and clinical staff.
Demonstrates working knowledge of automated electronic systems and equipment.
Must be able to organize and prioritize multiple projects effectively.
Experience and ability to take meeting minutes is required.
Excellent language grammar and composition skills required.
Demonstrate excellent human relations and communication skills.
Decision-making and problem-solving skills; demonstrate initiative and self-directed motivation skills
Responsibilities
1. Maintenance of schedules.
Organizing travel arrangements.
Answering telephone inquiries providing answers to routine questions obtaining information and directing calls to the appropriate individual or department.
Greeting visitors ascertaining nature of their business and directing them appropriately.
Composing or transcribing correspondence and reports as directed.
Maintaining a filing system of correspondence and other documents.
Screening and distributing incoming mail as appropriate.
Maintain an adequate stock of supplies and fill out necessary forms to store order or return merchandise.
Coordinate the proper flow of DMH forms that require authorization for approval by the Administrator.
Maintain files/binders for various contracts and agreements and process for renewal as needed.
Type copy collate and distribute correspondence reports memos and related material according to deadlines set by Administrator.
2. Assist in the preparation of PowerPoint presentations as requested.
3. Arranges meetings conference calls webcasts retreats schedules meeting rooms and makes other necessary arrangements such as participant notification audio visual assistance and catering needs.
4. Take minutes at all meeting as requested including: OR Committees leadership team meetings department staff meetings as necessary department retreats etc.
5. Embodies the Memorial Health System Performance Excellence Standards of Safety Integrity Quality and Stewardship that support our mission vision and values:
6. Develop maintain and analyze monthly performance dashboards for DMH operational cost centers.
7. Works with operational leaders to support all phases of project management initiatives: data collection/analysis for process flows; maintaining decision matrix for projects; communication plan for special projects; assist with project training initiative.
8. Responsible for coordinating activities and resources in support of projects that impact operations. Which Includes:
Develops and maintains rapport with multidisciplinary team members in support of initiatives and projects includes networking with team members across departments and parties/agencies external to DMH
Works with service line leaders to ensure project completion on-time and within budget constraints.
Maintain revenue expense & volume reports related to projects.
9. Maintain current knowledge of relevant Administrative Policies departmental policies and procedures; government regulations in order to meet operational goals and objectives in addition to The Joint Commission and other regulatory requirements.
10. Proficient in organizing scheduling of webcast/webinars offers webcast/webinar audio visual technology support. Maintains database for tracking of all webcast/webinars and other education opportunities either provided or attended.
11. Assist in communication and marketing; serve as central liaison for the different departments in operations. Assists with development of department forms brochures pamphlets and advertising materials. Maintains files for all print and electronic marketing materials.
12. Maintains Database for tracking licensure of all professional staff.
13. Assists team in managing the Epic data as needed.
14. Act as a central Liaison for Projects to manage project milestones timelines budgets etc.
15. Accurately completes records and tracks purchases requisitions for supplies special order items and capital purchases; and tuition/travel reimbursement for continuing education. Monitors trends in controllable spending. Maintains spreadsheet for capital equipment purchased for operations and respective cost centers.
16. Prepare spreadsheets and data management reports regarding department quality and operations improvements initiatives copy and distribute to appropriate parties.
17. Manages large amounts of sensitive confidential information concerning personnel financial information contained in minutes letters and other documents.
18. Responsible for Time Card Edits and Electronic Schedule input for employees.
19. Responsible for completing medical record billing reviews required for purposes of entering patient sensitive information and status changes for appropriate billing edit entries/corrections.
20. Maintains a commitment to the MHS mission vision values goals and behavioral standards.
21. Serve as a resource for administrative staff
22. Performs other projects and duties as assigned.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform tasks other than those specifically presented in this description.
Employment Type
Full-Time
