This position is responsible for providing overall secretarial support to the Vice President(s) to whom assigned to accomplish daily workloads with duties including or comparable to those indicate below. The Executive Assistant handles a wide variety of situations involving the clerical and administrative functions of the executive offices, which often cannot be brought to the attention of the executive. The Executive Assistant serves as liaison between the Executives, Medical Staff, Board members, major donors, associates and the public, making independent decisions when appropriate and working as part of a team for overall support of executives.
Maintain executiveâ€™s calendar, scheduling meetings and appointments as requested; on own initiative, establishes appointment priorities, reschedules or refuses appointments or invitations, and draws attention to important dates or conflicts. Prioritizes own time according to workload demands.
Plans, coordinates and participates in administrative and board-level meetings, following guidelines in Hospital Bylaws, JCAHO Administrative and Board standards and other regulatory entities, schedules meeting rooms; orders catering; prepares agendas; does timely mail-outs; takes and transcribes minutes; coordinates follow-up actions; and, works directly with Committee Chairs.
Provides polite, courteous and professional reception and telephone service; tactfully determines nature and urgency of business; answers inquiries and resolves conflicts independently whenever possible using own judgment and knowledge of hospital operations; refers to appropriate person if necessary.
Reads incoming correspondence; determines deadlines and suspense dates; checks accuracy of documents requiring executiveâ€™s signature; summarizes content if needed; provides necessary backup material for executiveâ€™s review; offers advice or initiates reply if appropriate; and, coordinates follow-up as necessary.
Composes correspondence requiring understanding of hospital operations and policies; researches and prepares special projects or presentations; initiates and maintains large and complex paper and electronic filing systems, develops method for organizing and retrieving information.
Makes complex travel arrangements for individual executives or groups, authorizing airline travel, lodging, conference rooms, catering, audio-visual equipment.
In the executiveâ€™s absence, responds to requests for action or information; if necessary relays to the appropriate staff member; intercepts requests and helps implement action; insures timely response; decides whether executive should be notified of important or emergency matters.
Provides assistance and training to peers and subordinates on equipment, hospital policies and workplace standards. Supervises clerical support as needed.
Demonstrates competence to perform assigned responsibilities in a manner that meets the population-specific and developmental needs of the members served by the department.
Appropriately adapts assigned client assessment treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age specific and other developmental needs of each client served.
Takes personal responsibility to ensure compliance with all policies, procedures and standards as promulgated by state and federal agencies, the hospital, and other regulatory entities.
Performs all duties in a manner that protects the confidentiality of patients and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
Performs other duties as assigned.
Associate Degree in business related field required.
Significant applicable experience in lieu of degree may be considered.
Must have computer skills in windows environment to include word processing, presentation software, electronic mail and electronic calendars.
Must be able to take dictation or notes at 90-100 wpm and type at a rate of approximately 80 wpm.
Must be able to operate a fax machine, printers, copiers, audio visual equipment and other office equipment.
Must possess good written and oral communication skills.
Knowledge of medical terminology preferred.
Requires 5-10 years administrative assistant/secretarial experience.
Significant applicable education and/or training may be considered.
Must be knowledgeable of hospital policies, procedures and organizational structure.
Must be able to set priorities with little guidance.
Must be able to juggle several assignments at once.
Must be scrupulously discreet.
Must work well with all levels of associates.
Must be able to make independent decisions.
Must be able to remain calm in the face of deadlines, rush jobs, and irate customers, demonstrating the CORE Values at all times.
Must also successfully complete the pre-employment/post job offer health screening examination, and the annual screening each year thereafter as an employee.
CHRISTUS HEALTH is an international Catholic, faith-based, not-for-profit health system comprised of almost more than 600 services and facilities, including more than 60 hospitals and long-term care facilities, 350 clinics and outpatient centers, and dozens of other health ministries and ventures. CHRISTUS operates in 6 U.S. states, Colombia, Chile and 6 states in Mexico. To support our health care ministry, CHRISTUS Health employs approximately 45,000 Associates and has more than 15,000 physicians on medical staffs who provide care and support for patients. CHRISTUS Health is listed among the top ten largest Catholic health systems in the United States.