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Executive Assistant

Portneuf Medical Center
United States, Idaho, Pocatello
777 Hospital Way (Show on map)
March 15, 2024
Overview

Join our team at Portneuf Medical Center as an Executive Assistant!

Portneuf Medical Center (PMC) is a 205-bed regional referral hospital for southern and eastern Idaho and western Wyoming. Our mission is to be the first choice for patients in the region for all their healthcare needs. PMC offers a Level II trauma center, Level III neonatal intensive care unit (NICU), a Quality Oncology Practice Initiative (QOPI) certified cancer center, high-performing orthopedic services, and a full suite of cardiac care. Portneuf Medical Group is the large multi-specialty physician group employed by Portneuf and has 60 physicians and 40 Advanced Practice Providers. In addition, PMC has one of the largest surgery practices in the state, robotics-trained surgeons, an award-winning vein center, a fully accredited wound care clinic, innovative urological care, high-performing orthopedics, and primary care to support all ages.

As a teaching hospital, PMC is committed to raising the bar in healthcare while also raising the next generation of providers. And, as a major employer in Pocatello, we have 1,700 well-qualified employees.

In a joint venture partnership with the Portneuf Health Trust, Ardent Health Services operates Portneuf Medical Center located in Pocatello, Idaho. Based in Nashville, Tennessee, Ardent Health Services includes 30 hospitals and more than 200 sites of care.

POSITION SUMMARY

The Executive Assistant performs a variety of functions for and assists the Chief Executive Officer, Chief Medical Officer and other Administrative Team members as assigned, contributing to the daily operation of Administration. Works effectively with the home office, medical staff, department directors and managers, Board of Trustees, Joint Venture Board and other members of the health care team as required. Maintains a professional atmosphere at all times and cooperative working relationship throughout the hospital. Acts with minimal supervision and direction and uses her/his own judgment in setting priorities to ensure completion of projects in a timely manner.


Responsibilities

General Job Functions:

  • Organizational activities related to activities of CEO, CMO and Administration Team, including maintaining calendar appointments and scheduling of meetings as assigned
  • Performs general office management duties as assigned
  • Special Projects and miscellaneous duties as needed
  • Provides accurate and timely transcription of documents, as well as copying, filing, and report preparation in accordance with departmental policy; uses own discretion in composing correspondence as needed
  • Accountable for scheduling meetings, preparing agendas, sending notices, recording, transcribing and distributing minutes of assigned meetings in a timely and accurate manner; includes the filing and organization of correspondence and documents; responsible for variety of reports as assigned by the CEO, CMO and Administration Team
  • Assists with major projects such as conferences, registrations, and hotel accommodations as needed; makes travel arrangements as assigned, including for other travelers within the organization as needed
  • As assigned: staffing liaison for agency/traveler staffing, contract renewals, agency tracking reports, review and approval of invoices, physician agreements and submission of time records
  • As assigned: responsible for submission of accurate accounting files, posting patient satisfaction data, tracking and recording patient census, ARF's (Approval Request Forms), CER's (Capital Expendure Reports), Discharge call back and other duties as assigned
  • Staff and Medical Staff Relations: manages up organization, Administration Team and helps determine and address perceptions of Directors and Medical Staff who come to Administration for support or request information or meetings with Administrative team members
  • As assigned: Patient Advocate role and coordinates and handles all complaints and grievances for the organization.

General Clerical Support as assigned:

  • Maintains files and records in an accurate and timely manner for ease in retrieval by CEO, CMO, Administration Team and Board members, JV Board Members, regulatory officials and government representatives
  • Answers incoming calls and obtains adequate information to respond appropriately to all and directs the caller to the appropriate individual responsible for follow-through; utilizes good customer relations skills at all times
  • Handles complaint calls with fact and diplomacy; uses initiative and good judgement to evaluate and refer calls/visitors to the proper party for resolution, to ensure the problem is handled expeditiously
  • Demonstrates proficiency in using calendar tool for CEO, CMO and Administration Team to schedule meetings with physicians, directors, committees and boards; coordinates and prioritizes meetings and events, and maintains accurate and up to date schedules; maintains schedule of the CEO, CMO and Administration Team and communicates and obtains relevant information for meetings
  • Relies on a broad scope of knowledge regarding hospital operational/interpersonal relationships to demonstrate good judgment in work prioritization, decision-making and communication; seeks out opportunities to broaden scope of knowledge for improvement

Exceptional Customer Service:

  • Establish and maintain a cooperative and productive working relationship with internal and external customers, responding actively and with sensitivity to needs
  • Clearly and respectfully communicates relevant information to all internal and external customers to establish respect for Portneuf Medical Center
  • Takes initiative and solves problems when appropriate, even when the problem is outside of his/her primary area of responsibility
  • Supports new ideas and changes that promote the growth of the organization, including by modeling positive behavior in the presence of others
  • Receives visitors, customers and clients graciously and solves problems or questions efficiently

Clerical support to committees, boards, etc:

  • Manages and coordinates routine and assigned special projects performing all tasks on time and without reminders; ensures for each project that a project plan is developed, including a timeline, in collaboration with the CEO, CMO, Administration Team; routinely provides updates regarding progress of project, problem solving to identify solutions
  • Composes correspondence and meeting agendas ensuring that all identified topics are included
  • Takes and transcribes minutes in an accurate and timely fashion using grammatically accurate formats; reviews and processes minutes to anticipate follow up actions
  • Demonstrates good judgment in identifying appropriate set up for meetings including any food service, audio-visual or other special equipment needs; makes recommendations to CEO, CMO and Administration Team regarding meeting set ups; follow up in a timely manner to ensure accuracy and initiates corrective action to ensure meeting start times are not delayed
  • Maintains and coordinates schedule/calendar; manages American Express Corporate Charge Accounts, as assigned, and by preparing online expense reports as assigned

Governance and Board Responsibilities:

  • Works independently and prepares monthly board meeting agendas; including supporting documents; and assemble board information; distributes board information for monthly meetings, ensuring deadlines are met and materials are well-organized, concise, and understandable
  • Manages and organizes all aspects of board meetings, including scheduling, notification, agenda, etc.
  • Ensures communication with all board members is handled properly, professionally, and efficiently; composes correspondence and documents for board members' use and information
  • Arranges and attends all board meetings, records minutes, prepares resolutions, and ensures all paperwork is in compliance with board protocol
  • Handles arrangements for special board meetings, educational events, and travel, ensuring logistics and details are planned, discussed, and conveyed to members and others involved
  • Organizes and schedules all New Board Member Orientation

Departmental Support:

  • Provide relief executive assistant support to other office staff in the absence of other executive assistants
  • Maintain acceptable levels of office supplies to facilitate efficiency in the use of time and resources including the needs of special/major projects
  • Conducts all business with the confidentiality required by the office of the CEO, CMO, and Administration Team

Qualifications

Education and Experience:

  • High School Graduate or equivalent
  • Bachelor's degree in Business Administration or like field preferred
  • Five years experience in secretarial and/or administrative assistant experience preferred
  • Computer skills: Proficient in MS Word and Excel, database experience and Outlook
  • Strong keyboarding skills; 75 WPM
  • Requires excellent telephone etiquette, good decision making skills and professionalism in manner
  • Self directed and be able to manage multiple priorities and tasks
  • Maintain the highest level of confidentiality in the performance of all duties and responsibilities

Knowledge, Skills and Abilities:

  • Demonstrate sound judgment, patience and maintain a professional demeanor at all times
  • Ability to work in a busy and stressful environment
  • Organizational skills and the ability to prioritize
  • Strong computer skills
  • Strong interpersonal, verbal and written communication skills
  • Creativity, problem analysis and decision making
  • Ability to work varied shifts

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