xecutive Administrative Assisstant

Description

Valley Healthcare System, Inc., formerly known as Community Health Center of South Columbus, has been serving the Chattahoochee Valley region and beyond since August 1994. We offer a wide range of medical, dental, outreach, behavioral health, and pharmacy services to the community. Our growth in size and services reflects our commitment to providing quality healthcare to our residents.

Role Description

This is a full-time Executive Assistant to Chief Executive Officer role located on-site in Columbus, GA. The Executive Assistant will be responsible for providing high-level administrative support to the CEO, managing expense reports, coordinating diary management, and offering executive administrative assistance.

Salary:

$15.96 - Commensurate with experience

Hours of operation:

Monday-Friday

Weekend availability

Location:

Columbus, Ga, Talbotton, Ga. Fortson, Ga.

Benefits:

Excellent health, dental, vision, STD, LTD, and life insurance (paid 100% by the company)

403B

Competitive salary

CME and Expense Reimbursement

Generous paid time off and holidays

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Manage CEO’s Outlook calendar and emails
• Drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives and board members.
• Answer calls, take messages and transfer calls
• Format, edit, email and mail routine correspondence
• Make travel arrangements
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Serve as the first point of contact for internal and external guests
• Deliver exceptional customer service when greeting, assisting and directing guests
• Receive and sign for daily deliveries
• Prepare for and attend board meetings (email reminders, order meals, set up boardroom, update binders and take minutes), as well as:
• Provider Meeting
• HR Committee Meeting
• QA Committee Meeting
• Prepare agenda for weekly manager's meeting as needed
• Communicate with board members regarding meetings, and other business
• Run errands on occasion (pick up meals, etc)
• Maintain cross reference filing system
• Write articles and manage newsletters
• Oversee campaign communications
• Grant controlled access into administrative office
• Open and sort mail and distribute to appropriate staff members
• Work with marketing committee on annual Health Center events (GA Gives Day, National Health Center Week, etc.)
• Create marketing documents/design ads for organization, patients, events, recruiting, etc.
• Assist Board members and staff members with information gathering for special events and projects
• Providing general support to visitors, and other office duties, such as typing, dictation, and spreadsheet creation
• Keep sensitive information confidential, such as financial data, legal documents, or trade secrets
• Organize staff events; Birthdays, Baby Showers, Organization Events, Holiday Events etc.
• Performs additional duties as assigned by executives.

Evaluation: The evaluation of work performance, including: specific duties, responsibilities, demeanor, and work ethic, will be ongoing and implemented by the CEO per center policies.

Requirements

Minimum Qualifications:

• Bachelor’s Degree in Professional Writing, Business Administration or related field
• Three years of experience providing administrative assistance to upper level management
• News and feature writing experience
• Microsoft Office (Word, PowerPoint, Excel, Publisher, Outlook) experience
• Operate routine office equipment
• Anticipate needs of and proactively assist CEO
• Work independently as well as prioritize and produce work in a timely manner
• Communicate with diverse group of professionals via email, phone and face to face
• Present well at various meetings in house or off site
• Maintain high degree of integrity to keep confidential information

Preferred Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Compliance: Adhere to company policies and procedures and all Federal, State and Local medical service requirements. To include HIPAA Privacy & Security.

Confidentiality (HIPAA): Every employee is required to sign a Pledge of Confidentiality. Failure to comply with our Pledge of Confidentiality can or will lead to immediate termination of employment. Confidentiality applies to a patient’s Personal Health Information (PHI) and includes: written, oral and electronic communications. Each employee has an obligation to maintain confidentiality after their employment/association with this facility ends.

Security (HIPAA): Every employee is required to protect their computer log-on and password. You must secure your work area prior to leaving it unattended for an extended period of time. You are required to log-off of your computer and secure your work area prior to leaving at the end of the day. If you have a responsibility for closing or locking files, securing equipment, or locking the building and you do not comply with these requirements, you will be subject to reprimand and/or termination based upon the infraction. We are required by law to protect patient privacy, identifiable patient information, and all properties containing such information.

Physical Requirements: Varied activities include standing, walking, reaching, bending and lifting. Employee must possess full range of body motion including the ability to assist or lift patients when necessary; occasional weight bearing to exceed 20 pounds. Employee must possess hand-eye coordination with normal range of vision and hearing abilities. This position frequently requires working under stressful conditions and frequently requires irregular work hours.

Environmental Working Conditions: This position includes both administrative and medical responsibilities. Employee is frequently exposed to communicable diseases, toxic substances, medical cleaning and processing solutions which my included ionizing radiation plus other elements common in a clinical environment.

THIS POSITION IS AT RISK FOR OCCUPATIONAL EXPOSURE TO BLOOD AND/OR BODILY FLUIDS