Executive Assistant (Fixed Term)

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Day - 08 Hour (United States of America)

This is a Stanford Health Care - University Healthcare Alliance job.

A Brief Overview
Reporting directly to the Executive Director, the Executive Administrative Assistant will provide administrative support to the University HealthCare Alliance Executive staff.

Locations
Stanford Health Care - University Healthcare Alliance

What you will do

• Administrative Support:
• Collaborates with Executive Director in determining best way to ensure time and schedule management needs of Executive Director are met in an effective, respectful manner.
• Provides administrative support for Executive Director and direct reports, including preparing reports/presentations, handling correspondence, receiving visitors, answering telephones, arranging conference calls, and scheduling meetings.
• Serves as primary resource to the Executive team and liaison with IT for set-up, trouble-shooting, and service needs including those related to telephones, computers, and hand-held devices.
• Arranges and monitors cost-effective vendor and travel arrangements and processes reimbursements for business related expenses, including administration of UHCA credit cards and staff personal technology contracts.
• Responds to general information requests addressed to Executive Director and proactively provides coverage in absence of members of Executive team.
• Serves as primary contact and resource for suppliers, vendors and systems during initial set up of office spaces for organization and for new and existing physicians on an ongoing basis.
• Serves as a primary contact for patient concerns.
• Manages new provider onboarding and credentialing process.
• Coordinates all marketing materials for the clinic.
• Manage Agenda:
• Coordinates meetings for Executive team and other company onsite and offsite events, including location, invitations, refreshments, audio-visual requirements, and written materials.
• Manages preparations for Board meetings, including production of the Board presentation book and all logistical arrangements.
• Clerical Duties:
• Establishes, organizes and maintains filing system as well as office supplies tracking and ordering for organization.
• Manages flow of information into the Executive Director from multiple sources to appropriate department or staff member, including mail, requests for approvals, and other documents requiring input or signature.
• Researches and submits payment for invoices; maintains and prepares reports of vendor payments.
• Accurately enters/updates data and ensures integrity of relevant databases, including those related to vendors, contracts, and certain programs.
• Administers general insurance matters including certificates of insurance, application forms and claims.
• Provides break room area oversight, including ordering as needed.
• All other duties as assigned including department-specific functions and responsibilities:
• Performs other duties as assigned and participates in organization projects as assigned.
• Adheres to safety, P4P’s (if applicable), HIPAA and compliance policies.

Education Qualifications

• High school diploma.

Experience Qualifications

• Minimum four (4) – six (6) years experience supporting executive level managers.

Required Knowledge, Skills and Abilities

• Must be able to work independently as required, produce accurate work product of highest quality, take ownership for assigned responsibilities.
• Strong interpersonal, teamwork, administrative and communication skills (verbal and written) required.
• Successful track record providing excellent customer service to both internal and external customers.
• Advanced computer skills in MS Office (Excel, PowerPoint, Work and Outlook), both as user and resource for staff.
• Ability to effectively organize and prioritize tasks in order to complete assignments within the time allotted and maintain standard workflow.
• Demonstrated ability to function successfully in a fast-paced environment, multi-tasking and prioritizing demands while maintaining focus on details and confidentiality.

Licenses and Certifications

• None

Physical Demands and Work Conditions

Physical Demands

• Constant Sitting.
• Frequent Walking.
• Occasional Standing.
• Occasional Bend