Executive Assistant (MHO)

Executive Assistant (MHO)

• South Bend, IN
• Hospital Admin.
• Memorial Hospital - South Bend
• Full-time - Day - Monday - Friday 8:00 - 5:00
• Req #: 225892

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Summary

Reports to a Vice President. Responsible for providing general administrative assistance including scheduling meetings, taking minutes, coordinating travel arrangements, greeting visitors, responding to telephone calls, preparing communications and detailed reports and completing special projects. Position requires initiative, independent judgment, and the ability to interact effectively with personnel at all levels of the organization, community business leaders, and members of the general public.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Provides administrative assistance by:

• Maintaining the executive's calendar, scheduling and arranging meetings, conferences, appointments, etc.; and assuring a smooth-flowing workday.
• Providing all pertinent data/material required for productive meetings, appointments and professional presentations.
• Preparing in final form from notes, dictation, rough draft, or general instructions, a variety of correspondence, forms, charts, statistical tables, and reports of a highly confidential and/or sensitive nature. Taking and/or transcribing dictation.
• Receiving, screening, and directing visitors and telephone calls and responding to inquiries concerning Beacon Health System and Beacon Health System policies, procedures, operations, etc.
• Opening, reading, and prioritizing incoming mail of the executive; identifying items with specific deadlines, information, and/or reports which are specific to current projects; preparing responses as appropriate.
• Contacting physicians, board members, community leaders, staff, etc. within and outside Beacon Health System to obtain or relay information, arranging meetings, setting appointments, preparing agendas, researching problems for the executive, etc.
• Establishing and maintaining or directing the maintenance of record-keeping and filing systems for the Administrative office.
• Coordinating travel arrangements for executive, board, and medical staff members, including but not limited to, hotel, air, and automobile reservations and conference/seminar registrations.
• Preparing itineraries and other correspondence regarding travel plans and procedures. Assisting in the processing of travel expense reimbursement reports.
• Gathering data and information, performing semi-complex calculations, and summarizing information or preparing reports as directed.
• Coordinating or participating in events and projects related to executive's area of responsibility.
• Providing administrative assistance to Directors in executive's service line as needed.
• Assisting in the planning and coordinating of site visits from other organizations.
• Coordinating, preparing, and distributing materials for Beacon Health System Board meetings, committees and special Board functions.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

• Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.

• Completes mandatory education, annual competencies and department specific education within established timeframes.

• Completes annual employee health requirements within established timeframes.

• Maintains license/certification, registration in good standing throughout fiscal year.

• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.

• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.

• Adheres to regulatory agency requirements, survey process and compliance.

• Complies with established organization and department policies.

• Available to work overtime in addition to working additional or other shifts and schedules when required.

• Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.

• Cultivate human talent.

• Embrace performance improvement.

• Build greatness through accountability.

• Use information to improve and advance.

• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent and a minimum of one year of additional training in office procedures, business and computer skills. Minimum of five to seven years of progressively responsible secretarial experience in an administrative or higher level secretarial position, through which knowledge of policies, procedures, and operations, development of administrative skills, and knowledge required to exercise discretion and independent judgment were obtained, is required.

Knowledge & Skills

• Requires well developed administrative skills, including keyboarding, shorthand and/or dictation, and the ability to operate standard office equipment specific.
• Requires proficiency in the utilization of word processing, spreadsheet and presentation software and a working knowledge of internet capabilities.
• Requires a high level of analytical and organizational skills to organize and direct the work flow in the Administrative offices and to prepare complex reports, records, etc.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to interact effectively with a variety of important and influential people on matters of a highly confidential and/or sensitive nature in a professional, courteous, friendly, and sincere manner.
• Requires a thorough knowledge of Hospital/System policies, procedures, and operations in order to perform administrative duties.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.

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