Job description
SUMMARY
Under indirect supervision, provides broad-scale administrative, project and executive support to assigned Executive Management Team Member. Oversees and coordinates the day-to-day office activities for the Executive Management Team Member, and serves as the principle point of administrative contact and liaison with internal and external constituencies. Provides specialist services to assigned projects in areas such as budget and fiscal management; public, community and foundation relations; patient care services; human resource services; medical and academic affairs; and/or general business administration, depending upon the functional area supported.
ROLE RESPONSIBILITIES
Provides assistance and support to the Executive Management Team (EMT) Member in problem solving, project planning and management, and the development and execution of stated goals and objectives.
Responds to internal and external inquiries regarding Medical Center policy and operations while maintaining appropriate confidentiality. Provides assistance in the understanding of Medical Center policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
Receives, reviews and summarizes all incoming documents and correspondence; performs research and analysis on specific issues, as required, and independently prepares non-routine correspondence and/or reports, which may be highly sensitive and confidential in nature.
Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions; manages calendar and daily schedule of executive, with authority to grant or refuse appointment request; organizes and facilitates meetings, takes meeting minutes as directed by EMT member, and participates in committee discussions as appropriate; screens and initiates telephone calls for assigned EMT Member, and participates in general administrative coverage for Administration offices. Utilizes discretion in determining which situations are critical or urgent of which the executive should be notified/interrupted.
Proactively manages complex calendars and schedules in a seamless manner.
Prioritizes conflicting needs while handling matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Facilitates and coordinates travel and outreach plans.
Engages with executive proactively to develop systems and processes to streamline efficiency for the executive.
Positive solution focused team member who represents the executive internally and externally.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Ensures operation of equipment by completing preventative maintenance requirements; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Contributes to team effort by accomplishing related tasks as needed.
Assists in the compilation, preparation and distribution to EMT of planning documents, strategic business plans and interim reports. ADD Maintains individual DMS boards if applicable.
Assists in the coordination, supervision, and completion of special projects, as appropriate.
Tracks certain assignments that are delegated by the Executive Management Team Member to various staff members and facilitates staff implementation.
May provide administrative support to executive boards and committees (e.g. functioning as secretary or coordinating board/committee activities & record keeping) and maintains a current understanding of the by-laws and responsibilities of each board/committee.
Demonstrates support for the mission, values and goals of the organization through behaviors that are consistent with the CCMC Standards.
Prepares materials and ensure coordination with board and committee support for financial matters.
Supports monthly closing package and all associated deliverables, along with communications and distribution to various audiences. Supports team in accomplishing and monitoring work plans. Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
May directly supervise team members, delegates, monitors and manages multiple projects and teams, manages client expectations, coaches staff and enforces compliance with department standards and hospital policies and procedures.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
KNOWLEDGE OF:
Organizational and divisional policies and procedures; general knowledge of services provided to patients/families in the Medical Center.
Strong working knowledge of Microsoft Windows operating system.
Office management principles and procedures.
General math and accounting principles, with accounting and finance a plus.
SKILLS:
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Intermediate to Advanced level word processing skills, spreadsheet skills; Intermediate to Advanced level skills in developing presentations and associated materials ; working knowledge of specialized software applications required to support the work of the Executive Management Team member may be required. (EPSI, Lawson, etc…)
Strong organizational and coordinating skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
Has ability to be a forward thinker, who actively seeks opportunities and proposes solutions.
ABILITY TO:
Plan, develop, and coordinate multiple and complex projects. Organize and manage time, activities, processes and projects on a weekly, quarterly & annual basis.
Attend to administrative detail utilizing initiative, problem analysis techniques, excellent judgment and confidentiality.
Function in a fast-paced environment with strong attention to detail.
Work with all levels of the internal and external constituencies, understand and apply knowledge of divisional/organizational policies and procedures to make administrative/procedural decisions, resolve complex problems and meet needs of customers.
Foster a cooperative work environment. Focus on customer needs and follow through to meet needs.
Research and gather data, and review data; compile and analyze information, and prepare accurate and comprehensive reports with deadlines.
Computer literacy and demonstrated proficiency with Microsoft Word, Excel, and PowerPoint.
Requirements:
EDUCATION and/or EXPERIENCE REQUIRED
Associates degree with a minimum of five years' experience (preferably in a healthcare setting, or a minimum of seven years' directly-related experience may be substituted for a degree.
Position Specific Job Education and/or Experience
Healthcare related financial experience a plus. Finance or business education and/or project management a strength.
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