Job description

Position Summary:

This role requires superior attention to detail, the ability to meet tight deadlines, sophisticated organizational skills, and the ability to concurrently manage multiple critical requests. A high level of integrity, discretion, grace and diplomacy in handling sensitive and confidential information and professionalism in dealing with people inside and outside the company is important. This person will possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take appropriate action, with minimal guidance. Knowledge of and/or the ability to research and apply public hospital and other related legal and regulatory laws in daily business. Responsibilities for this position include the ability to assist the administrative team, to think and plan ahead, and manage time effectively. This position will provide high-level administrative services in support of Administration to include the Administrator, Board of Commissioners, Directors, and serve as a liaison to the public.

POSITION ACCOUNTABILITIES AND PERFORMANCE CRITERIA

The Executive Assistant will accomplish the above through the following methods:

· Responsible for the overall function of the Administrative Office, including contract management and maintenance of hospital district licenses, certifications, and accreditations.

· Provide administrative support to the CEO, Board of Commissioners, and Administration offices.

· Schedule and coordinate meetings, appointments, retreats, and other activities for the Directors and Board of Commissioners including travel, seminars, webinars, and other educational requests.

· Schedule and book corporate travel for all staff.

· Schedule and greet administrative visitors

· Use independent judgment in the screening of telephone calls, visit requests, email, printed correspondence (US mail & interoffice mail), and other matters, by determining the urgency of situations.

· Schedule and coordinate internal and external meetings as needed by locating acceptable meeting space, arranging for audio-visual equipment, meeting materials, refreshments, and other required necessities as directed.

· Prepare, together with Marketing, Board meeting packets by collecting appropriate reports, preparing agendas and resolutions, and combining documents to be mailed/emailed to attendees in a timely manner.

· Ensure filing and storage of Board documents are complete and timely.

· Post public meetings appropriately including notifications to the media.

· Maintain external contacts, accurate meeting rosters, and contact information.

· Attend committee meetings as assigned to take minutes, manage logistics, and coordinate follow-up.

· Write clear, concise and grammatically correct memos, letters and documents as requested.

· Proof and edit written materials, develop matrices and spreadsheets as requested.

· Track assignments for self and those delegated to others for follow up over the course of the projects by applying reminders and due dates.

· Assist the Public Records Officer as needed; maintains working knowledge of Public Records Act and Open Public Meetings Act as outlined in RCW 42.56.

· Submits Administration Credit Card forms after each transaction in a timely manner. See Administrative Credit Card Transaction Policy.

· Share responsibility for scheduling conference rooms with IT staff. See Conference Room Scheduling Policy.

· Ensure annual compliance for Board of Commissioners Conflict of Interest. See Conflict of Interest Board of Commissioners, Administration Policy.

· Ensure Board of Commissioners compliance for OPMA, Public Records, and Record Retention training requirements as outlined in RCW 42.56.150 and RCW 40.14.

· Process Board of Commissioners monthly meeting reimbursements in a timely manner and track payments.

· Participate in Hospital Incident Command; serves as the incident recorder and maintains accurate files of incident.

· Maintain system for tracking and filing all organizational contracts.

· Plan and organize administrative office files including the developing, modifying and maintaining of office record keeping/filing systems according to hospital, state, and federal regulations. (See RCW 42.56.)

· Coordinate required information to complete Hospital and Clinic Insurance Policy renewals by deadline. (Liability, Property, Cybersecurity, etc.)

· Coordinate required information to complete the annual CAH Evaluation by deadline.

· Plans and organizes work activity to complete scheduled assignments on time.

· Assist with special projects as requested including, but not limited to: marketing, quality, risk management, fiscal.

· Serve as back-up to Credentialing Officer for Medical Staff and Executive Committee meetings, agendas, and minutes.

· Perform other duties as directed by the CEO.

GENERAL RESPONSIBILITIES:

Reports for scheduled shift on time and prepared to assume responsibilities.

· Reports to work in proper attire.

· Leaves for meal break on time and returns on time.

· Varies work schedule to meet the needs of the department.

· Seek supervisor approval before working beyond scheduled hours that will result in overtime.

· Schedules all time off with supervisor’s approval.

· Strictly adheres to hospital attendance/tardiness policies 100% of the time.

· Ensures time worked and leave requests are submitted per policies.

· Performs all duties as assigned.

· Wears I.D. badge in a visible location at all times on hospital property and protects ID/access badge, reports any issues or loss to supervisor or HR immediately.

2. Attends and participates in meetings and is responsible for information communicated at meetings and in email.

· Attends all mandatory in-services on a timely basis as scheduled.

· Reads communications and acts upon in a positive and informative manner.

3. Exercise a commitment to practicing behaviors that are in agreement with the spirit of cooperation and reflect the values described in the Code of Mutual Respect and Professionalism.

4. Assists all patients, family members, physicians, visitors, and employees in a professional and courteous manner.

· Extends special attention and sensitivity to all patients, visitors, physicians, and fellow employees.

· Actively promote diversity and inclusion across the organization for both patients and coworkers while avoiding any language or actions considered to be discriminatory regarding race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender expression, age, height, weight, physical or mental ability, veterans status, military obligations, and marital status.

· Assists in maintaining an atmosphere of cooperation with other departments and allied professionals.

· Demonstrates respect and cooperation in all staff relationships, and a genuine willingness to prevent or resolve inter-personal conflicts.

· Demonstrates the ability to participate in and/or implement team decisions.

· Adheres to HIPAA and all applicable privacy laws at all times, only sharing information on a “need to know” basis.

5. Follows Infection Control procedures at all times.

· Clinical Personnel: Strictly adheres to standard precautions by adhering to the usage of personal protective equipment when handling blood or body fluids.

· Non-Clinical Personnel: Washes hands and other skin surfaces with soap and water thoroughly and often in an effort to control spreading of germs within the department and facility.

· Adheres to isolation procedures at all times as applicable.

6. Adheres to the following environmental care standards.

· Demonstrates adequate knowledge of safety policies and procedures, the use of MSDS sheets, hazardous material procedures, and safety codes

· Respond appropriately to any codes while working any shift (Code Blue, Code Gray, Code Silver, Code Amber, Code Red, and Code Orange.)

· Demonstrates adequate knowledge of security issues, i.e. personal protection, protection of personal and hospital property

7. Be familiar with and comply to the Mid-Valley Hospital & Clinic Personnel Handbook and Policies.

8. Demonstrates the ability to adapt to varied age-specific patient populations.

· Non-Clinical Personnel: This position has no responsibility for the assessment, treatment, or care of patients. However, the ability to communicate and interact with patients of all ages is required.

POSITION QUALIFICATIONS:

· Bachelor’s degree in business/operations, or related field; and

· 3-5 years administrative experience, preferably working for executive management in a healthcare setting; or

· Combination of seven years of relevant administrative and managerial experience and education.

KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED:

· Strong organization skills with demonstrated experience setting priorities, producing timely results, and meeting deadlines in a demanding, multi-faceted work environment while maintaining a high level of attention to detail and accuracy.

· Ability to apply principles of logic or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammed form.

· Experience managing complex calendars and meetings requests.

· High-level of writing and communication skills including editing.

· Experience with assisting in presentations using multimedia.

· Typing 60+ wpm

· Proficiency in Microsoft Office to include Word, Excel, Outlook, PPT

· Proficiency in Adobe Acrobat

· Proficiency in Zoom, and /or other web-based meeting platforms

· Record maintenance

OTHER QUALIFICATIONS:

· Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form. Deal with several abstract and concrete variables.

· Shop Math: Ability to use practical application of fractions, percentages, ratio and proportion, practical algebra and geometric constructions.

· Read: Ability to read literature, books, scientific and technical journals, abstracts, financial reports and legal documents.

· Write: Ability to write editorials, journals, speeches, manuals and critiques.

· Speak: Ability to be conversant in the theory, principles and methods of effective and persuasive speaking, voice and diction, phonetics and discussion and debate.

CAREER PATH:

Work in this role prepares the incumbent for increasingly responsible roles in hospital leadership across the organization.

PHYSICAL REQUIREMENTS:

· Primarily stationary with occasional standing, walking, lifting, reaching, carrying, kneeling, bending, stooping, pushing and pulling.

· Ability to lift and carry 20 lbs.

· Ability to communicate using verbal and written skills for accurate exchange of information with all levels of staff, physicians, Board Commissioners and members of the public.

WORKING CONDITIONS:

· Office environment with little to intermittent activity in clinical departments

· May require irregular work hours, weekends and on-call responsibilities

· May require travel to off-site locations for meetings or education

· May require working under stressful conditions and timelines

SALARY: $52,000 - $70,000 DOE, eligible for a wage increase after successfully completing 90-day evaluation. Eligible for an additional wage increase after successful completion of one year evaluation and completion of training.

Mid Valley Hospital also offers a generous compensation package with vacation, sick leave, life insurance and a profit sharing plan. We also offer the opportunity of a low cost out of pocket medical, dental and vision insurance plan as well as 403(b) investments.

Job Type: Full-time

Pay: $52,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
All employees and patients ware masks. All common used areas are cleaned and sanitized regularly.

Ability to commute/relocate:

• Omak, WA: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Required)

Experience:

• Microsoft Excel: 3 years (Preferred)
• Administrative: 3 years (Preferred)
• business operations: 3 years (Preferred)

Work Location: One location

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