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Administrative Assistant to VP

Chesapeake Regional Medical Center

Chesapeake, VA

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JOB DETAILS
SKILLS
Administrative Skills, Automotive Repair and Maintenance, Billing, Budgeting, Calendar Management, Communication Skills, Computer Skills, Conference Management, Conferences, Contract Approval, Contract Management, Data Collection, Data Management, Data Sets, Database Management Software/Systems (DBMS), Establish Priorities, Executive Assistant Skills , File Systems, Hospital, Housekeeping/Cleaning, Insurance, Internet Research, Internet Technology, Interpersonal Skills, Investment Services, Mail Processing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Organizational Skills, Patient Care, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Project Tracking, Project/Program Management, Purchase Orders, Record Keeping, Reporting Skills, Research Skills, Set Goals, Spreadsheets, Statistical Reports, Statistics, Systems Maintenance, Telephone Skills, Testing, Time Management, Travel Planning, Word Processing, Writing Skills
LOCATION
Chesapeake, VA
POSTED
Today
Position Summary

With minimal supervision, latitude for discretion and independent judgment, provide a high level of administrative support to the Vice President (s) that you are assigned to support.

Provide high-level administrativesupport by conducting research, preparing statistical reports, handling information requests and performing administrative functions such as preparing correspondence, receiving and serving visitors, arranging conference calls, arranging travel schedule and reservations, and scheduling meetings.

Essential Duties and Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

  • Develop and implement systems to maintain and track invoices and purchase requisitions
  • Recommend and implement process improvements
  • Coordinate busy and changeable calendars for the Vice Presidents
  • Use independent discretion and knowledge to plan and/or prepare for meetings, conferences, appointments, conference calls, events etc.
  • Prepares conference rooms for scheduled meetings
  • Maintains schedule of conference rooms
  • Working with colleagues to ensure the office area is kept clean and organized
  • Attend and record minutes of designated meetings; compose, secure approval, copy and distribute minutes to committee members
  • Ensure all materials needed for the meetings are complete, organized and provided to the Vice President, as appropriate
  • Gather, sort, and prioritize incoming mail; alert Vice Presidents to priority items; handle all outgoing mail and/or packages
  • Assist with the coordination and arrangement of visits for consultants, candidates, visitors, and guests, by arranging travel services, accommodations, and car services; maintain records of guests' travel expenditures; submit forms for reimbursement
  • Follow up to ensure all payments, reimbursements, and honorariums, are received
  • Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data and statistics
  • With direction and oversight from the Vice President (s), review, develop and amend basic contract language
  • Must have the ability to use applied traditional and internet research skills in discovering, interpreting, and developing methods and systems focused on providing knowledge and evidence to the Vice Presidents on a wide variety of matters
  • Develop and manage various spreadsheets and databases in support of the Vice Presidents
  • Create high-quality PowerPoint and misc. other presentation materials that are unique and professional
  • Build and maintain misc. business data sets and databases in support of project and system tracking
  • Develop and maintain extensive hardcopy and e-file systems, which may contain highly confidential financial, budgetary, and salary information files
  • Establish and maintain data management systems. Classifies sorts, distributes and/or files correspondence, articles, mail, records and other documents
  • Prioritize work appropriately and communicate status of ongoing tasks/projects
  • Demonstrate independent judgment and critical thinking skills, within scope of job responsibilities.
  • Must able to effectively manage patient and visitor complaints
  • Act as a liaison with the Hospital's insurance agency. Requires completion of multiple reports to renew / maintain approximately 35 different policies
  • Act as a liaison with the Hospital's Investment Advisor to coordinate actions approved by the Investment Committee. Maintain the master contract files and a master list of renewal dates and monitor renewal of each contract
  • File annual Certificate of Incorporation reports with the Commonwealth of Virginia for each Corporation
  • Attend required hospital-wide orientations, meetings, and in-services
  • Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care
  • Represent CRH, the Vice Presidents, Directors and Managers in a positive, professional manner within the organization and externally to the community
  • Act as a liaison, problem solver, and facilitator as the first contact for the Vice President
  • Perform other related duties incidental to the work described herein
  • Provide back-up assistance to other administrative support team members as needed
Interpersonal Skills
  • Polish, tact, diplomacy and professionalism are key skill sets
  • Confident, highly energetic, positive, enthusiastic and creative
  • Ability to work under pressure, plan, organize, achieve effective time management and meet established goals and objectives
  • Proactive in meeting demands/responsibilities
  • Use independent judgment and critical thinking skills
  • Exceptional written and verbal communication skills
  • Initiative balanced with judgment when responding to requests
  • Ability to work with sensitive information and maintain confidentiality
  • Embrace opportunities to learn and grow
  • Interested in working on a winning team

Reporting Relationships

Reports to: Assigned Vice President(s)
Reports to: Executive Assistant
Supervises: Not Applicable
Responsibilities: Not Applicable

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

Minimum Required Education: High School diploma or the equivalent required
Preferred Education: Bachelor of Science degree

Experience:
Minimum of 4 years previous experience in a similar position, to include experience as a senior level administrative assistant. Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software. Excellent calendar management skills, including the coordination of complex executive meetings. Advanced Microsoft Office Product knowledge and experience to include Word, Excel and PowerPoint. Computer literate, with the ability to research data via the internet.

Project Management experience.

Candidates will be required to complete Microsoft Office and keyboarding assessment tests.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.

About the Company

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Chesapeake Regional Medical Center