POSITION SUMMARY
- Provides administrative support to the executive team and their direct reports including the maintenance of the calendar, record keeping, phone calls and visitors, light accounting and taking meeting minutes.
POSITION SUPERVISORY RESPONSIBILITIES
- Reports To:
- Chief Executive Officer
- Supervises:
- None
POSITION REQUIREMENTS
- Minimum Education
- High school graduate or equivalent is required.
- Minimum Work Experience
- Four (4) years’ experience in an administrative role required.
- Required Licenses/Certifications
- None
- Required Skills, Knowledge, and Abilities
- Word, Excel and ADP knowledge.
- Experience with contracts, specifically physcian contracts.
- Preferred Qualification
- Paralegal and/or college degree.
PHYSICAL REQUIREMENTS
- Sedentary role in an office setting environment. General office hours are Mon – Fri; however additional hours for committee meetings and functions may be required.
QUALITY BEHAVIORAL EXPECTATIONS
Generally and in all job specific duties: Uses critical thinking skills to determine evidence based solutions. Systematically gathers and reviews pertinent information to prevent errors (PDCA – Plan, Do, Check, Act). Pursues individual or team learning and growth opportunities to continually build skills. Understands and abides by all safety regulations.
SERVICE EXCELLENCE BEHAVIORAL EXPECTATIONS
- Generally and in all job specific duties: Maintains patient confidentiality. Rounds regularly with patients, direct reports and/or customers. Uses telephone and elevator etiquette. Acts as an employee ambassador. Committed to know hospital service lines and shows pride in our organization. Uses AIDET when dealing with internal or external customers.
FISCAL RESPONSIBILITY BEHAVIORAL EXPECTATIONS
- Generally and in all job specific duties: Takes responsibility for solving problems. Treats company resources responsibly. Performs work functions timely and accurately. Respects our environment; keeps public areas neat and clean and returns supplies to the appropriate areas.
PEOPLE BEHAVIORAL EXPECTATIONS
Generally and in all job specific duties: Supports the team through good attendance. Maintains a professional appearance. Creates a positive team environment; flexible and supportive setting an example of cooperation. Uses meaningful communication; provides honest feedback that is valuable and not critical and discourages negative talk and gossip. Respect co-workers.
JOB SPECIFIC FUNCTIONS
- Demonstrates an understanding of and adherence to the HMHD Compliance Plan.
- Conduct reflects HMHD’s values and a commitment to HMHD’s Code of Conduct.
- Attends the required corporate integrity and compliance training and education programs.
- Demonstrates proficiency in understanding the materials presented during the corporate integrity and compliance training and education program.
- Complies with all HIPAA standards.
- Communicates in a professional and effective manner. Supports the Administrative team in decision making process. Conducts self in a professional manner when dealing with the department and other hospital staff.
- Consistently demonstrates an ability to assess situation, consider alternatives, and choose the appropriate course of action.
- Strives to recognize and evaluate personal strengths and weaknesses; handles personal and professional frustrations appropriately.
- Consistently projects the hospital’s positive, caring image in all patient, business and community interactions.
- Take down minutes for assigned meetings.
- Maintains knowledge of current regulatory standards as they pertain to Administration.
- Reinforces HMHD’s values and promotes HMHD’s Compliance Plan and understanding of applicable laws and standards.
- Assists the Compliance Officer and the Executive Compliance Committee in identifying “high risk” issues within his/her department.
- Manages the budget process.
- Manages time effectively.
- Demonstrates an ability to assess productivity standards and targets, and respond with specific action plans as deemed necessary.
- Demonstrates a commitment to cost effectiveness and optimal performance by assessing departmental processes and resource management.
- Consistently demonstrates by example a commitment to provide great customer service, actively participates in Service Excellence teams and assignments, and strives to continually enhance that service.
- Manages the executive calendars and conference rooms, establishing priorities and communicating to all members of the team in a timely manner.
- Manages the time and attendance system for Directors. Notifies administrative team of any trends.
- Responsible for the agenda, environment, technical equipment and minutes for meetings.
- Addresses all phone calls to administration using customer service skills and escalating when appropriate.
- Maintains a quiet, clean and comfortable environment for the executive team and visitors.
- Manages the mail for the Administrative team, ensuring priority mail is communicated effectively.
- Responsible gathering data for monthly reporting and surveys. Uses appropriate communication, follow-up and escalation to ensure projects are completed in a timely manner.
- Manages and maintains the organization contracts and notifies the executive team of renewals and terminations.
- Attends organizational committee meetings on behalf of the CEO.
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