Administrative Team Lead - Medical Group

Administration l Kettering l Full-Time l First Shift

The Medical Group Administrative Team Lead provides front-line oversight and coordination for the Medical Group Executive Assistant team. The also provide direct administrative support for at least one KH Executive level leader (VP, CMO, CMIO, etc.) as well as additional Executives & Directors as assigned. The Medical Group Administrative Team Lead maintains a high level of confidentiality while exercising tact and diplomacy. The Team Lead performs various duties including, but not limited to coordinating daily office operations, and providing telephone, filing, scheduling meetings, tracking expenses, managing information to internal and external customers, scheduling, travel maintaining calendars, planning organization events, reports and presentations and other assistance as assigned to their Executive and Directors of the department. This position provides a high level of customer service and problem resolution. Duties will vary according to each Executive’s areas of responsibility. The Team Leam coordinates the work of the Medical Group executive assistants to maintain cooperation and smooth operations. Performs other duties as assigned.

Education

• Associate degree or equivalent experience required. 4 years of equivalent
• Executive Assistant Level experience would be considered equivalent to a 2-year degree).
• Additional training in field and prior administrative support experience preferred

Work Experience

• Three to five (3-5) years’ experience as an assistant role is preferred
• Previous supervisory experience is preferred 

Skills

• Intermediate to Advanced computer skills including Microsoft Office applications 
• Ability to use the KH intranet and internet effectively and efficiently including for research
• Possesses organization and time management skills 
• Ability to multi-task, prioritize effectively and be detail-oriented
• Strong written and verbal communication skills
• Excellent customer service and public relations skills 
• Ability to use good judgement and discretion
• Ability to problem solve and have critical thinking skills
• Ability to establish and maintain effective business relationships across the Network and community 
• Ability to work independently in the absence of specific instructions
• Ability to adapt to and be flexible Ability to receive feedback in a constructive and positive manner
• Ability to maintain strict confidentiality
• Ability to demonstrate Leadership ability and professionalism 

Essential Functions

• Live the Mission, Vision, and Values of the Network and uses sound ethical judgement.
• Supervise and support a team of four clerical staff, including scheduling, task delegation, and performance monitoring.
• Ensure consistency and accuracy in administrative operations such as calendar management, document preparation, and internal communications.
• Responsible for creation of Standard Operating Procedures (SOPs) for team, to ensure consistent and repeatable outcomes.
• Provide real-time coaching, training, and feedback to improve team efficiency and professional development.
• Initiates disciplinary action and professional development plans as needed. 
• Conduct annual performance reviews, in coordination with feedback from executive leadership.
• Serve as the main liaison between executive leadership and clerical staff to ensure priorities and deadlines are clearly communicated and met.
• Oversee daily office operations, including payroll approval, supply ordering, and work orders. 
• Help implement process improvements to streamline administrative workflows.
• Act as public face for Executive office including managing phone, mail, email and visitor traffic
• Schedule meetings and maintain calendars, including pro-actively handling scheduling conflicts 
• Campus based Executive Assistants, assist facility preparations for and during ACHC, ODH surveys as appropriate. 
• Coordinate efficient use of the Executive’s time. Provide administrative support including gathering data, producing reports and presentations, handling correspondence and maintains accurate records (files), Establish and maintain effective working relationships Demonstrate leadership ability, professionalism, flexibility and problem solving/critical thinking skills
• Efficiently and accurately prioritize and manage multiple tasks or projects simultaneously
• Handle requests for information in a timely and professional manner, including assisting with prioritizing requests and handling responses as appropriate
• Handle meeting preparation including room arrangements, presentations and data assembly, and recording minutes
• Coordinate travel arrangements Track and monitor expenses including handling/preparing expense reports
• Coordinate special events and projects

Kettering Health is a not-for-profit system of 14 medical centers and more than 120 outpatient facilities serving southwest Ohio. Our mission is to live God’s love by promoting and restoring health. Our commitment to our patients is to help individuals be their best. With that context, safety is our top priority. We provide an integrated system of healthcare experts committed to providing exceptional care.