Administrative Assistant

POSITION SUMMARY

Under the supervision of the Executive Team assigned, the administrative assistant conserves the executive’s time and facilitates their effectiveness by anticipating their needs while maintaining the strictest levels of confidentiality. The Executive Administrative Assistant is responsible for performing administrative and clerical duties in a healthcare setting in support of executive management.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Included but not limited to the following);

• Receives all department telephone calls; ascertains the caller’s nature of business; screens as appropriate; routes calls as necessary.
• Responds to inquiries regarding policies/regulation and Center services; refer calls of a technical nature to the Leadership Executive and other appropriate personnel.
• Maintains Leadership Executive calendar of scheduled meetings/appointments; compiles pertinent data and/or materials for presentation at committee meetings, conferences, and Board meetings.
• Intercepts incoming correspondence, publications; reads/routes to Leadership Executive as appropriate.
• Types/prepares for Leadership Executive (or Senior Leadership) signature, a variety of correspondences/reports; types/prepares required monthly, quarterly and annual reports.
• Attends monthly scheduled committee meetings; records minutes; distributes final copy to Board members/committee members in a timely manner.
• Receives and assists with resolution of customer complaints.
• Serves as a liaison and communication channel between Leadership Executive and FHCN staff.
• Greets, introduces, seats, offers further assistance to all visitors who present to the office of the Leadership Executive.
• Assists in managing and coordinating the daily operation of the administrative department as well as assisting the Senior Leadership team.
• Completes special projects and assignments as requested by the Leadership Executive or (Senior Leadership).
• Exercises authority to use company issued credit card(s) to complete approved travel arrangements for all staff.
• Reviews Travel Expense/Reimbursement Form for accuracy and processes to complete reconciliations.
• Coordinates annual Strategic Planning activities with Executive Administrative Assistant.
• Maintains administrative petty cash fund.
• Works closely with Executive Administrative Assistant to reschedule meetings when necessary.
• Ensures Personnel Policy and Procedures Manual is updated as approved by the board and distributed to each center site in a timely manner.
• Maintains up to date Institutional File.
• Creates and maintains employee forms and other documents at the direction of the Leadership Executive (Sr.)
• Screens all complaints and/or requests to meet with Leadership.
• Coordinates authorized Center-related travel requests.
• Serves as a member of the grant preparation/progress report committee.
• Prepares for Leadership signature responses to routine correspondence.
• Operates administrative office equipment.
• Must hold all patient Protected Health Information (PHI) other patient personal information and agency information in confidence, in accordance with the attached Employee Confidentiality Statement, which I have read, understand and signed.
• Actively participates in and comply with all aspects of the FHCN Corporate Compliance Program, follow the Program Code of Conduct and obey all relevant laws, statutes, regulations and requirements applicable to Medicaid, Medicare and other State and Federal health care programs.
• Participates in CQI, other internal committees, special projects/observances or activities that promote improvements in organizational performance and/or advance the mission, goals and objectives of Fetter Health Care Network.
• Performs other duties which may be assigned by the Leadership Executive or designee.