EXECUTIVE ADMINISTRATIVE ASSISTANT - COO

Description

• Assists with updates and edits, and distributes all correspondence, memos, policies, evaluations, etc., for supervising administrative members.
• Maintains schedules for supervising administrative members.
• Interfaces with visitors to the suite, determines needs/ priorities, and schedules appointments or directs visitors as appropriate.
• Assigns conference rooms and coordinates technology needs, catering and room set-ups for all Clinic meetings.
• Answers the telephone, courteously responds to caller and directs calls to the appropriate individuals or department.
• Develops and maintains filing system for supervising administrative members. 
• Opens, prioritizes and distributes mail as appropriate.
• Provides administrative support to Clinical Services including maintenance of Policy and Procedure manual, Kronos and statistical reporting.
• Assists with administrative support to other areas such as, Marketing, Materials Management, Quality Improvement, Pharmacy and Infrastructure Technology as necessary.
• Ability to create and maintain project plans and presentations. Responsible for collecting subject matter for newsletters.
• Works with members of project teams to ensure timely submissions of assigned materials.
• Maintains professional appearance and behavior and regards any clinic information as confidential.

Requirements

 Required Education and Experience 

•  Associate’s degree or equivalent preferred (i.e., four years’ experience as an Executive Secretary). 
• Minimum of four years’ experience as an Executive Secretary or Administrative Assistant in a similar facility.
• Previous experience in project management preferred.

  Work Environment& Physical Demands

• Must be able to sit for prolonged periods of time. Must be able to transition between sitting and standing through the scheduled work day. Must be able to multi-task a variety of office functions. 
• The person in this position needs to occasionally move about the inside of the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copier, fax, scanner, and computer printer. Must have excellent fine motor skills.
• The person in this position frequently communicates with Clinic staff, Site Managers, Directors, providers, patients, call center representatives, receptionists, Patient Financial Services, Managed Care, specialty pharmacies, etc . Must be able to exchange accurate information in these situations.
• Must have adequate visual skills. 
• Must be able to put away departmental supplies, weighing up to 25 pounds and must be able to push/pull rolling cart with supplies.
• Exposure to blood-borne pathogens and bio-hazardous materials.

Travel

•  No travel is expected for this position.