Job Summary:
To provide administrative and secretarial support to the Executive Administrative Staff
Essential Values-Based, Leadership and Management Competencies:
Demonstrates competencies in line with the five core values that are the foundation of all activities performed by employees to achieve the Mission of Artesia General Hospital
- Servant Leadership: Demonstrates competence in serving others and prioritizing their needs.
- Excellence: Demonstrates competence in striving for the highest quality in all aspects of work.
- Respect: Demonstrates competence in respecting others and valuing their contributions.
- Virtuousness: Demonstrates competence in maintaining high ethical standards and integrity.
- Innovation: Demonstrates competence in embracing new ideas and technologies to improve healthcare.
- Community: Demonstrates competence in fostering a sense of community and collaboration.
- Education: Demonstrates competence in promoting continuous learning and development.
ESSENTIAL FUNCTIONS:
- Receives and assists visitors, employees, and telephone calls for CEO, CFO, CNO, and COO.
- Types correspondence for CEO, CFO, CNO, and COO to include word processing/typing of letters, memos, forms, contracts, policies and procedures
- Assists CFO with legal matters and data collection
- Completes Provider PTO requests - enter into outlook calendars
- Creates and sends out Administrator on Call schedules
- Orders/Manages office supplies and Sorts/Distributes daily mail, documents, and internal correspondence
- Reviews and collects Administrator signature for completed Expense and Check requests
- Meeting minutes; takes and timely types notes for distribution
- Lead for Setup/Clean-up for luncheons/meetings
- Sets up/Initiates WebEx conferences
- Schedules and maintains travel arrangements for hospital conferences/trainings and physician/director recruitment
- Creates agendas/schedules for meetings and onsite visits
- Reconciles credit card to invoices/charges
- Controls and Manages meeting room schedules (Boardroom, Small Conference, and Classroom)
- Distribute invoices and ensure CFO signs all invoices/POs.
- Basic correspondence & Excel tables for CEO, CFO, CNO, and COO
- Manages Stock in the Board Room
- Lead for stocking copy machine and clean-up of copier room
ADDITIONAL RESPONSIBILITIES:
- Other duties as assigned.
KNOWLEDGE/SKILL/ABILITIES:
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point). Adobe Acrobat, and Social Media web platforms.
- Database management skills
- Resourceful, proactive, and detail oriented.
- Excellent written and verbal skills;
- Ability to work well under pressure, adapt to changing responsibilities, and multiple assignments;
- Excellent customer service & organization skills;
- Handle sensitive tasks and documents with complete confidentiality and discretion
AGE-RELATED COMPETENCIES: N/A
Information Management: Treats all information and data within the scope of the position with appropriate confidentiality and security.
Risk Management/Quality Management/Safety: Cooperates fully in all Risk Management, Quality Management, and Safety Activities and Investigations.
ENVIROMENTAL CONDITIONS: Work environment consists of daily patient contact, which may include exposure to blood, or other body fluids.
MINIMUM POSITION QUALIFICATIONS:
- Education - Associates Degree or equivalent training/experience.
- Work Experience - Two years in an executive secretarial level position.
- Training - N/A
- License/Certification - N/A
PREFERED POSITION QUALIFICATIONS:
- Previous Para Legal Experience.
- Previous Accounting Experience.
- Previous experience in an office setting
- Two years college