Job Description

This position will support the Hospital Presidient, CNO/CAO; CFO & CMO.

TITLE: Executive Assistant to the President

JOB CODE: ACCCAR.0224

DEPARTMENT: Administration

FLSA STATUS: Exempt

REPORTS TO: (Attach Org Chart if Available):

DATE: May 9, 2012

POSITION SUMMARY:

(Briefly describe the overall purpose of this position - Why does it exist and how does it contribute to the overall organization?)

Provide confidential administrative assistance and support to the President of Carney Hospital and to the Chairman of the Carney Hospital Board of Trustees.

KEY RESPONSIBILITIES:

(Use bullets for specific responsibilities)

  • Provide confidential administrative support to the President and Chairman of the Board of Trustees for Carney Hospital.
  • Organize quarterly meetings of the Carney Hospital Board of Trustees, keep accurate records and minutes to be used in conjunction with auditors, regulatory agencies and JCAHO. Formalize and distribute an annual schedule of meetings.
  • Maintain file for Conflict of Interest and Confidentiality Statements of Board of Trustees in accordance with JCAHO requirements.
  • Formalize Board of Trustees and committee structure for the hospital in accordance with JCAHO requirements.
  • Organize monthly Department Head meetings for Carney Hospital, keep accurate records and minutes to be used in conjunction with auditors, regulatory agencies and JCAHO. Formalize and distribute annual schedule of meetings.
  • Organize quarterly Supervisor meetings for Carney Hospital, keep accurate records and minutes to be used in conjunction with auditors, regulatory agencies and JCAHO. Formalize and distribute annual schedule of meetings.
  • Organize quarterly informational meetings for Carney Hospital employees. Formalize and distribute annual schedule of meetings.
  • Maintain the President’s appointment calendar, schedule and organize all required meetings. Make travel arrangements as needed.
  • Type correspondence, reports, memoranda, special projects, technical papers and related material as required.
  • Answer and screen all telephone calls, receive and greet visitors to the President’s office. Provide information and assistance in a courteous and helpful manner in accordance with hospital policy.
  • Maintain master file of all regulatory licenses for Carney Hospital and its affiliates.
  • Collect and prepare information for the President’s use in discussions and meetings with regulatory agencies, medical staff, management staff and outside groups.
  • Sort and prioritize all incoming mail for the President and other members of Senior Management.
  • Assure the Administrative Office operates in a smooth, efficient and professional manner.
  • Resolve problems on own initiative.
  • Perform any other duties as assigned or requested by the President, Chairman of the Board of Trustees or any other member of Senior Management as needed.
  • Perform all duties in a manner that is consistent with the values that have been established for Carney Hospital and in keeping with its mission.
  • Performance specific expectations:
  • Involves other departments in project planning and implementation. Supports others in the department and provides help and assistance when possible. Regularly attends and participates in team and/or departmental meetings and activities. Keeps others in the department informed of relevant information. Regularly offers and requests constructive feedback and coaching.
  • Establishes and maintains effective working relations.
  • Service Excellence (both internal and external)
  • Welcomes patients/customers/employees in a warm, friendly manner.
  • Actively listens and constructively responds to questions and concerns in a timely manner.
  • Ensures that the dignity of the patient/customer/employee is maintained at all times.
  • Abides by and upholds the hospital’s service excellence standards.
  • Respects the diversity of the patient/customer/employee population.
  • Demonstrates safe and effective use of equipment.
  • Demonstrates respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment.

1. Commits to recognize and respect cultural diversity for all customers (internal and external).

2. Communicates effectively with internal and external customers with respect of differences in cultures, values, beliefs and ages, utilizing interpreters when needed.

  • Performs other duties as assigned

REQUIRED KNOWLEDGE & SKILLS:

(Examples: Ability to work independently and take initiative; Good judgment and problem solving skills; Communication skills; Interpersonal and organizational skills; Level of confidentiality)

  • Exceptional proficiency in office procedure, secretarial skills, and verbal and written skills.
  • Ability to interact effectively in a fast-paced atmosphere.
  • Ability to work independently, problem solve and be flexible in work habits.
  • Ability to maintain confidentiality with regard to all personnel, organizational projects and information transmitted by the President and the Board of Trustees.
  • Strong interpersonal relations skills

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

  1. Education: Associtate Degree in Business or related field required
  2. Experience (Type & Length): Five years experience in a similar/related position required
  3. Certification/Licensure: n/a
  4. Software/Hardware: Strong knowledge of Microsoft Office, Word, Excel, PowerPoint and Outlook, required
  5. Other:

Application Instructions

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