ADMIN ASSISTANT

Good Samaritan Hospital CA LTD PTP•Arvin, CA

34d

About The Position

Reporting directly to the MSM, the Administrative Assistant overall executive support and coordination to the MSM. The Administrative Assistant serves as a liaison to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts; manages other administrative support staff; and oversees special projects. Will also be responsible for filing, storing, and safekeeping of personnel health files, and filing infection prevention data.

Requirements

High school graduate with college preparation related to office or managerial organization preferred
Knowledge of Accreditation Standards on Medical Staff functions required.
Proficiency in using computer word processing, spreadsheet and database programs (Microsoft Word, Excel, Access, PowerPoint, and Publisher) and the internet required

Responsibilities

Completes a broad variety of administrative tasks for the Senior Executives (Senior Management Team) including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
Plans, coordinates and ensures the schedules are followed and respected
Provides a bridge for smooth communication between the Administrative office and various internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
Assist in preparation of quarterly board of director meetings; record, transcribe and distribute minutes of meetings, respond to and distribute incoming communications
Assists in coordinating the agenda of senior management team meetings and executive staff meetings
Oversight of professional atmosphere of the executive space and conference/education rooms
Maintains Administrative Hospital Contract Log; file, oversight of expirations/terminations, and distribution to appropriate departments
Open, sort, and distribute incoming mail/correspondence including faxes and emails
Answers the telephone in a professional manner; screens calls, takes messages, directs calls appropriately and prioritizes based on nature of calls and maintains current knowledge of Hospital and Department operational standards to facilitate communication with customers
Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment, developing personal growth opportunities
Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees, initiating, coordination, and enforcing systems, policies, and procedures
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results
Improves program and service quality by devising new applications; updating procedures; evaluating system results with users
Contributes to team effort by accomplishing related results as needed
Proficient in utilization of appropriate office equipment, including word processing, fax machine, copier, scanner and other computer systems, and utilizes equipment and supplies efficiently with maximum cost effectiveness.
Coordinate Medical Staff Department and Committee activities, in collaboration with the Medical Staff Leaders and the Hospital Administration
Facilitate the compliance to the Medical Staff Bylaws, Medical Staff Rules and Regulations, and other regulatory requirements for the Medical Staff, in collaboration with the Medical Staff Leaders and the Hospital Administration
Function as a resource person for Medical Staff Department and Committee activities.
Update Provider Roster and Provider Privileges upon changes of medical staff membership and/or privileges.
Ensure appropriate process of maintaining currency of all Medical Staff appointments, reappointments, status advancement, and delineation of clinical privileges.
Work with Administration on scheduling and maintenance of a master calendar for Medical Staff activities and on-call assignments, with distribution to involved Medical Staff members and the Hospital departments
Keep document filing up to date:
Employee TB records
Employee N-95 mask FIT tests / PAPR training
Titers/immunization records
Inventory of individual personnel health files
Maintain Employee Health scan drive records, under supervision of the
Infection Prevention / Employee Health Coordinator
Send notifications to employees when annual employee health requirements are required / due.
Assist Infection Prevention / Employee Health Coordinator to file
infection prevention data
Maintain strict confidentiality
Other duties as assigned by Manager