ADMIN ASSISTANT

Administrative Assistant

Reporting directly to the MSM, the Administrative Assistant provides overall executive support and coordination to the MSM. The Administrative Assistant serves as a liaison to the board of directors and senior management team; organizes and coordinates executiveoutreach and external relations efforts; manages other administrative support staff; and oversees special projects. Will also be responsible for filing, storing, and safekeeping of personnel health files, and filing infection prevention data.

Essential Functions:

• Completes a broad variety of administrative tasks for the Senior Executives (Senior Management Team) including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Plans, coordinates and ensures the schedules are followed and respected
• Provides a bridge for smooth communication between the Administrative office and various internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
• Assist in preparation of quarterly board of director meetings; record, transcribe and distribute minutes of meetings, respond to and distribute incoming communications
• Assists in coordinating the agenda of senior management team meetings and executive staff meetings
• Oversight of professional atmosphere of the executive space and conference/education rooms
• Maintains Administrative Hospital Contract Log; file, oversight of expirations/terminations, and distribution to appropriate departments
• Open, sort, and distribute incoming mail/correspondence including faxes and emails
• Answers the telephone in a professional manner; screens calls, takes messages, directs calls appropriately and prioritizes based on nature of calls and maintains current knowledge of Hospital and Department operational standards to facilitate communication with customers
• Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment, developing personal growth opportunities
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees, initiating, coordination, and enforcing systems, policies, and procedures
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results
• Improves program and service quality by devising new applications; updating procedures; evaluating system results with users
• Contributes to team effort by accomplishing related results as needed
• Proficient in utilization of appropriate office equipment, including word processing, fax machine, copier, scanner and other computer systems, and utilizes equipment and supplies efficiently with maximum cost effectiveness.
• Coordinate Medical Staff Department and Committee activities, in collaboration with the Medical Staff Leaders and the Hospital Administration
• Facilitate the compliance to the Medical Staff Bylaws, Medical Staff Rules and Regulations, and other regulatory requirements for the Medical Staff, in collaboration with the Medical Staff Leaders and the Hospital Administration
• Function as a resource person for Medical Staff Department and Committee activities.
• Update Provider Roster and Provider Privileges upon changes of medical staff membership and/or privileges.
• Ensure appropriate process of maintaining currency of all Medical Staff appointments, reappointments, status advancement, and delineation of clinical privileges.
• Work with Administration on scheduling and maintenance of a master calendar for Medical Staff activities and on-call assignments, with distribution to involved Medical Staff members and the Hospital departments
• Keep document filing up to date:
• • Employee TB records
  • Employee N-95 mask FIT tests / PAPR training
  • Titers/immunization records
  • Inventory of individual personnel health files
  • Maintain Employee Health scan drive records, under supervision of the
• Send notifications to employees when annual employee health requirements are required / due.
• Assist Infection Prevention / Employee Health Coordinator to file infection prevention data
• Maintain strict confidentiality
• Other duties as assigned by Manager

Requirements:

• High school graduate with college preparation related to office or managerial organization preferred
• Knowledge of Accreditation Standards on Medical Staff functions required.
• Proficiency in using computer word processing, spreadsheet and database programs (Microsoft Word, Excel, Access, PowerPoint, and Publisher) and the internet required

Physical Demands:

• Physical Activity - Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• Working Hazards or Risks – potential for musculoskeletal injuries related to moving and working with files and office equipment.
• OSHA Blood Borne Risk Category III.