Executive Assistant - VP - Surgical Services

Erlanger Health System•Chattanooga, TN

About The Position

Assists the Vice President of Surgery Administration and support personnel/services as needed with planning, organizing, coordinating and implementing administrative functions and special projects. Serves as liaison between executives’ staff, managers, physicians and community. Assists the Vice President of Surgery Administration with planning, organizing, coordinating and implementing administrative functions and special projects. Serves as a liaison between executive staff, directors, managers, physicians, staff, sales representatives, patients and patients’ families. Performs administrative and clerical duties for Vice President Surgery Administration. Attends administrative meetings, takes notes, transcribes the notes into meeting minutes and distributes appropriately. Attends meetings, inservices, educational programs, and functions as requested. Refers comments, suggestions, and complaints from customers and staff confidentially. Handles all incoming mail and distributes appropriately. Answers all incoming telephone calls and responds in a prompt manner. Assists Vice President of Surgery Administration with physician contracts, agency contracts, monthly check requests and grants. Competent using the RiskPro reporting system. Assists with legal files. Coordinates travel arrangements. Knowledge of EHS forms, to include how to access them and maintain all policy and procedure manuals. Remains current with appropriate templates and procedures that are standard for EHS. Word processing, Excel spreadsheets, PowerPoint, telephone skills, ability to communicate effectively with all types of people and personalities. Knowledge and ability to use multi telephone, computer, typewriter, dictaphone machine, adding machine/calculator, VCR, laminator, and copy/fax machine. Understands several aspects of the PeopleSoft software. Ability to use and access the intranet for ordering office supplies, accounting forms, physician order sets, policies and procedures, and HCL learning and training. Orders office supplies and knowledge of the ordering process. Ability to work under stress and numerous interruptions throughout the day. Must be able to work with minimal supervision.

Requirements

Associate degree in business or office management or comparable combination of education and experience.
Minimum of five year's progressively responsible secretarial / administrative experience.
Strong working knowledge of computer applications (Word, Excel spreadsheets, PowerPoint, Outlook).
Knowledge of EHS forms, to include how to access them.
Word processing, Excel spreadsheets, PowerPoint, telephone skills, ability to communicate effectively with all types of people and personalities.
Knowledge and ability to use multi telephone, computer, typewriter, dictaphone machine, adding machine/calculator, VCR, laminator, and copy/fax machine.
Understands several aspects of the PeopleSoft software.
Ability to use and access the intranet for ordering office supplies, accounting forms, physician order sets, policies and procedures, and HCL learning and training.
Ability to work under stress and numerous interruptions throughout the day.
Must be able to work with minimal supervision.

Nice To Haves

Medical Terminology
Excel
Word
PowerPoint
Overall knowledge of the health systems organization, policies and procedures.

Responsibilities

Assists the Vice President of Surgery Administration and support personnel/services as needed with planning, organizing, coordinating and implementing administrative functions and special projects.
Serves as liaison between executives’ staff, managers, physicians and community.
Serves as a liaison between executive staff, directors, managers, physicians, staff, sales representatives, patients and patients’ families.
Performs administrative and clerical duties for Vice President Surgery Administration.
Attends administrative meetings, takes notes, transcribes the notes into meeting minutes and distributes appropriately.
Attends meetings, inservices, educational programs, and functions as requested.
Refers comments, suggestions, and complaints from customers and staff confidentially.
Handles all incoming mail and distributes appropriately.
Answers all incoming telephone calls and responds in a prompt manner.
Assists Vice President of Surgery Administration with physician contracts, agency contracts, monthly check requests and grants.
Competent using the RiskPro reporting system.
Assists with legal files.
Coordinates travel arrangements.
Maintains all policy and procedure manuals.
Orders office supplies and knowledge of the ordering process.