Executive Assistant - Hospital Admin

Shift: Days

Hours:

Job Type: Full Time

Job Summary:

Provides management of the Hospital Administration Office and subordinate staff, providing executive support to the CEO and Executive Team. Requires broad knowledge of hospital operations, technical/computer skills, and medical terminology. The CEO Assistant must be self-motivated, highly organized and able to independently prioritize projects, with demonstrated follow-up and persistent follow-through. Requires strong positive interpersonal skills, great tact and patience in dealing within high stress/great change environments. Assists Hospital Administration in achieving the operational and fiscal goals established for the hospital, including Joint Venture Board, Governing Board, Medical Staff, and Corporate relations.

Position Accountabilities:
The following are essential job accountabilities:
1. Management of the Administration Office, overseeing routine and special project assignments, and providing administrative support to the Chief Executive Officer and members of the Administration team. This includes handling correspondence, communication and interactions in a prompt and professional manner, providing assistance and resolution of issues.
2. If applicable, supervise administrative support staff effectively providing direction and responsibility to ensure the smooth operation of the Administration department.
3. Provides timely performance reviews, coaching and advising as needed, if applicable.
4. Attends and prepares material for JV Board and Hospital Governing Board and committee meetings, composes minutes, reports, legal documents, correspondence and sets up AV equipment, polycom, WebEx when needed.
5. Track Governing Board Terms and process yearly renewals, complete and submit RFAs and compliance paperwork all required before new term starts.
6. Help CEO with Annual AHA hospital survey by gathering reports from various departments and submitting electronic survey paperwork in a timely fashion.
7. Attends and writes minutes for other hospital leadership meetings including Environment of Care, Nursing Leadership, Hospital Administrative Leadership meetings etc.
8. Collects appropriate information and develops monthly corporate legal compliance report, and the monthly and quarterly hospital operations reports for transmitting to Corporate in a timely manner.
9. Maintains appropriate and adequate levels of department/office supplies and materials, overseeing cost containment measures to reduce departmental expense.
10. Review of invoices/bills, routing for appropriate approvals, and develops approval documentation (physician directorship logs) for signatures.
11. Handles all administrative and personnel information in a confidential and private manner. Performs work in an honest and ethical manner with sensitivity to those affected by the decisions made.
12. Contributes to administrative team effort by assisting co-workers as needed. Coordinates schedules with other administrative team support staff to assure adequate coverage of administrative needs. Strives to create a work environment optimizing individual contributions to greatest organizational benefit.
13. Responsible for verifying department payroll, submitting MTO requests and distributing payroll to department members.
14. Attends educational programs/seminars/inservices appropriate to position and scope of services provided to the organization.
15. Demonstrates initiative and creativity in handling assigned work. Uses appropriate judgment and decision-making within the scope of position, utilizing appropriate chain of command when warranted.
16. Provides Notary Public service as a commissioned Notary Public on behalf of the hospital, ensuring compliance with State regulations.
17. Physician Management Database and Physician Expense Allocation Log report via eTenet. Reconcile, key entry and tracking of all non-monetary compensation and monetary value of gifts for each physician on staff at SRRMC, e.g., business meals, holiday events, etc, paid by the hospital.
18. Patient satisfaction and patient complaints. Act as hospital representative and liaison in receiving complaints and commendations by patients and family members; document and monitor follow-up with appropriate staff and departments to ensure resolution as appropriate.
19. Renew general acute care licenses with CDPH and business licenses with the city on an annual basis.
20. Manages hospital campus Mail Room Department overseeing courier services, courier car registration, mail distribution, staff coverage, develop new programs and systems and ensure cost containment (if applicable).
21. Completes educational modules and other required hospital education by the due date.
22. Adhere