Executive Assistant

Kaweah Health is a publicly owned, community healthcare organization that provides comprehensive health services to the greater Visalia area in central California. With more than 5,000 employees, Kaweah Health provides state-of-the-art medicine and high-quality preventive services in our acute care hospital, specialized health centers and clinics. Our eight-campus healthcare district has 613 beds and offers comprehensive health services across a broad continuum of care.   

It takes a special person to work for Kaweah Health. We serve a region where the needs are great, which makes the rewards even greater. Every day, we care for people facing unique challenges and in need of healing. Throughout it all, our focus is to make a difference, and we do — in the health of our patients, our loved ones, and our community.

Benefits Eligible

Work Shift

Department

QUALIFICATIONS

Education
Preferred: High School diploma or equivalent with emphasis in business courses.

Experience
Required: Three years experience in a secretarial position, preferably in health care field.

Knowledge/Skills/Abilities
Proficient in MS Word and Excel
Excellent organizational, analytical, planning, and communication skills.

JOB RESPONSIBILITIES

Essential

Provides administrative/executive support to the VP. Drafts memos, letters, policies, and procedures as assigned. Plans for meetings taking minutes and handling normal distributions. Orders and maintains office supplies. Assists in the preparation, coordination and completion of PFP's for direct reports. May edit Kronos/Payroll data for all VP direct reports as assigned.

Monitors the VP's calendar, arranges meetings to provide the best timing and location. Analyzes the need for the VP attendance at meetings based on topic and other obligations. Suggests alternatives if VP attendance is not critical. Manages the calendar based on deadlines and workload of the VP for the day. Knows when to call a VP from a meeting to handle more pressing issues.

Independently controls calls. If VP is busy always asks “what can I do to help”. Responds to needs of board members, physicians, donors, VP's and others. Alerts VP's when appropriate.

Handles day-to-day operations in absence of VP. Always respect the nature of the confidentiality. Requires discreet and confidential handling of situations.

Reads incoming mail to determine how it should be handled taking care of the more routine issues. Alerts VP regarding any correspondence from government entities, such as CMS, DHS and OSHPD. Assures timely responses.

Acts as department liaison for division directors, managers, staff, bankers and others. Helps to resolve issues between staff and management. Provides counsel to staff on how to handle their issues.

Prepares and maintains department information, databases and statistics. Provides analysis of reports, providing necessary follow-through including obtaining further clarification and data as needed. Conducts audits to assure compliance with processes. Alerts VP to potential concerns. Provides budget analysis assistance as assigned.

Handles complaints from patients, physicians or others. Knows when to get the VP or others involved.

May plan special events handling all details. May manage special programs.

May be assigned to act as lead person for clerical staff or to obtain and coordinate volunteers.

Negotiates contracts as assigned. May negotiate case rates with health plans and other payers as assigned.

Addendum (essential for specific dept)

ADMINISTRATION ALSO RESPONSIBLE FOR: Provides support to CEO/Board as needed.

STRATEGY & BUSINESS DEVELOPMENT ALSO RESPONSIBLE FOR: Assists the Director of Community Engagement with the Community Advisory Committees, Ambassador Groups, and Speakers Bureau. Handles meeting setup and organization for all committee meetings. Attends all Ambassador meetings and public forums. Acts as the main contact for the committee members and spearheads all communications to the groups. Oversees Kaweah Health’s Community Events participation. Monitors the Community Engagement budget and assists with invoices and requisitions to be paid from that budget. Assists the Director of Community Engagement with real estate acquisitions and sales. Reconciles Wells Fargo statement; reconciles department monthly performance report; prepares non-stocks for submission to Finance.

Additional

Demonstrates the knowledge and skills necessary to provide care and services appropriate to the population served on the assigned unit or work area.

Performs other duties as assigned.

Pay Range

If you want to use your talents alongside people who face each day with courage and purpose, in an environment that empowers you to do your absolute best, this is where you belong.