Executive Administrative Assistant

Bassett Healthcare Network•Town of Herkimer, NY

About The Position

The Executive Administrative Assistant provides clerical and administrative support to the CEO and other administrative staff. The role supports Board of Directors and department-head meetings, maintains records and policy manuals, and coordinates administrative processes including medical staff applications and annual re-credentialing. It also helps maintain facility operations by handling correspondence, supplies, mail, telephone-system matters, staff seminar arrangements, and service-award and recognition events. The position may address minor administrative matters in the absence of the CEO, CFO, and Director of Nursing, or refer issues to the appropriate personnel. The assistant is expected to maintain positive working relationships and a calm, welcoming environment, attend required in-services, follow facility policies and personal protective equipment requirements, and protect confidential resident and employee information in accordance with applicable HIPA and HIV regulations. No travel is required.

Requirements

High school diploma or GED.
Graduation from an accredited secretarial school.
At least 2 years of secretarial or administrative assistant experience; experience in healthcare, legal services, or a professional office environment is preferred within the stated requirement.
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
Skills in attention to detail, communication, computer use, customer service, listening, reliability, resourcefulness, and time management.
Ability to meet the stated physical requirements: sedentary work with occasional crouching, grasping, kneeling, lifting, pulling, pushing, reaching, stooping, and visual acuity; frequent typing/clerical work, dexterity, hearing, repetitive motion, and standing; and constant seeing and monitor/computer use.
No travel required.

Responsibilities

Attend regular and special Board of Directors meetings as Recording Secretary and handle Board correspondence as directed by the CEO/Administrator.
Prepare department-head meetings and record and transcribe minutes.
Prepare the annual Facility Survey Report for the Department of Health Annual Survey and ensure professional staff licenses are current for survey purposes.
Plan and coordinate the Service Awards Program in combination with the annual Christmas Party, including service awards, the Employee of the Year charm, vendor door prizes, and thank-you notes to donors.
Send information and required attachments to physicians and other providers applying for Medical Staff privileges; route returned applications for review and prepare approval notifications.
Conduct annual physician re-credentialing and check whether physicians, vendors, and contractors are listed on the OIG website.
In the absence of the CEO, CFO, and Director of Nursing, make decisions on minor administrative matters or channel issues to appropriate personnel.
Develop and maintain effective working relationships with facility personnel and support a warm, positive, and calm facility atmosphere.
Maintain policy and procedure manuals for all departments.
Act as telephone operator as needed.
Maintain office machines, schedule copier and fax service calls, and order supplies as needed.
Open and distribute daily mail; record the number and amounts of checks received and deliver them to the Business Office; sort residents’ mail for distribution by the Ward Clerk.
Maintain address lists for family contacts, volunteers, and medical staff, and provide lists to departments when requested.
Type purchase orders for departments and ensure payments are mailed or available when services are provided.
Arrange staff seminar attendance, including company vehicle reservations and hotel arrangements when needed, and confirm reservations.
Schedule and attend the annual Valley Health Development Corporation meeting as Recording Secretary, obtain a signed 990 form before May 15, and ensure officer appointments are renewed as required.
Maintain a New York State Notary license for notarizing documents as needed.
Contact Wells Communication about facility beeper repairs or returns.
Maintain and troubleshoot the telephone system, including extension repairs, programming changes, ordering replacements and parts, training personnel as requested, and updating and distributing extension listings.
Attend required in-services and follow department and facility policies and procedures, including personal protective equipment requirements.
Maintain confidentiality of resident-care and employee information and follow HIPA and HIV regulations.