Senior Executive Assistant Job at Hillsboro Area Hospital Inc in Hillsboro

The Executive Assistant performs a variety of vital, confidential, and complex administrative, technical, and secretarial duties to fulfill the overall functions of the Administration office. Maintains a variety of appointment and event calendars prioritizing for the CEO, CFO, and the corporation so that the interaction, communication, and decision-making flows smoothly. Normally scheduled Monday through Friday.

ESSENTIAL DUTIES AND RESPONSIBILITIES

QUALITY

• Supports, role models and promotes an environment conducive with the Mission, Vision, and Values of the hospital and in accordance with the Service Excellence Standards of Behavior
• Demonstrates highly ethical conduct and moral behavior in personal and professional action and communication, consistent with the goals and objectives of Hillsboro Area Hospital
• Maintains confidentiality of all patients, hospital, or physician related information
• Focuses on quality standards.
• Participates in hospital performance improvement, CEO and CFO LEM, compliance, and regulatory requirements.
• Follows guidelines of safety (incident reporting), staff health/infection control (illness reporting), human resources, and performance improvement
• Remains knowledgeable of general hospital and department specific policies and procedures and assists with their review and updates.
• Assists with maintaining complete file and log of all hospital contracts.
• Establishes and maintains a management information system, including physical and electronic files, for the department.

SERVICE

• Able to direct, delegate, initiate, coordinate, organize, set priorities, and evaluate personnel work assignments.
• Participates on committees and special projects.
• Clearly identifies and responds to internal and external customer needs and requests.
• Works to exceed customer satisfaction.
• Generates confidence and sense of value in customer interaction.
• Able to create, implement, and evaluate goals and objectives, policies, and standards for department, as well as staff development.
• Applies the principles of time management, conflict resolution, problem-solving, and delegation.
• Develop good relationships with executive management, department managers, supervisors, and staff.
• Provides information and assistance to staff and the public on the telephone and in person for the executive department.
• Resolves complaints within scope of information and authority and refers to others, as appropriate.
• Coordinates and schedules Board, Administrative, Medical Staff, and Management meetings and transcribes all pertinent minutes.
• Schedules meetings and appointments for President/CEO

PEOPLE

• Values diversity, teamwork, and dignified treatment of all staff
• Provides constructive feedback and coaching.
• Establishes and communicates clear expectations.
• Models open, clear and consistent communication, using a “win-win” philosophy to resolve issues.
• Demonstrates effective listening.

FINANCIAL

• Remains knowledgeable and compliant with reimbursement, compliance and billing issues affecting the department.
• Makes recommendations for and actively participates in the operating and capital budget.
• Uses budgets and forecasts to improve financial performance.
• Initiates methods of cost containment

GROWTH

• Assists with staff development by coaching and mentoring in a supportive, professional manner.
• Supports peers and those in managerial roles by “managing up” in conversations with staff.
• Builds relationships and teams for the achievement of goals.
• Creates developmental opportunities so that others can grow.
• Anticipates future trends and consequences.
• Initiative-taking in requesting necessary direction / education to complete assignments.
• Utilizes critical thinking processes to resolve issues in accordance with hospital philosophy.
• Assists with Public Relation/Foundation duties.
• Acts as liaison for outside entities.
• Other duties may be assigned and are subject to change with or without prior notice.

(The above statements describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by Hillsboro Health.)

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalency
• Minimum 2-year experience in the clerical/secretarial field
• Minimum 5 years computer experience with proficiency in multiple computer applications
• Ability to manage multiple interruptions and adjustments to priorities throughout the day.
• Ability to communicate effectively with diverse, and sometimes irate, individuals and to manage calmly and efficiently situations ranging from routine to emergency.
• Excellent memory and organizational ability, to set priorities, organize workload, manage multiple responsibilities, and meet deadlines.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

• Prolonged, extensive, or considerable sitting
• Constantly required to use arms, hands, and fingers for repetitive movement - typing, and occasional grasping, pulling, and pushing
• Occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision and the ability to adjust focus.

WORK ENVIRONMENT

• Works in a well-lit, climate controlled, office setting.
• Eyestrain and other conditions from use of computer monitor may occur.
• May be exposed to communicable diseases, hypodermic/IV needles, unpleasant sights, odors, and materials.
• The noise level in the work environment is quiet to moderate.

CORPORATE COMPLIANCE

Receives training and/or attends necessary meetings to meet the criteria as outlined in Hillsboro Health’s Corporate Compliance Plan and Code of Conduct. Understands the responsibilities related to compliance and knows how to contact the Corporate Compliance Officer should there be any instance of question or concern regarding fraud and/or abuse.