Executive Assistant - Information Technology - Avenue North

Christiana Care Health Services • Wilmington, DE

1d • Onsite

About The Position

Christiana Care is seeking a full-time Executive Assistant to provide administrative support to the Chief Health Information Officer, Clinical Informatics department and staff as required. This role involves coordinating the overall endeavors of the Department of Clinical Informatics in a professional and efficient manner, ensuring confidentiality of all matters and exercising judgment and discretion in matters of significance. The position serves as the primary point of contact for internal and external interactions. The ideal candidate is an independent thinker and leader who can function effectively in a rapidly growing and changing environment, bringing a strong attention to detail, a passion for service, and highly effective communications. The role includes providing departmental coordination activities such as scheduling, team workforce management, and administration.

Requirements

• Knowledge of business office practices.
• Knowledge of clerical methods and techniques.
• Knowledge of office equipment and machines.
• Knowledge of medical terminology.
• Knowledge of departmental policies, procedures, and operations.
• Ability to plan, organize, and handle various tasks simultaneously.
• Ability to use personal computer using word processing, spreadsheet and data base programs to enter, store, and retrieve information.
• Ability to maintain confidential and sensitive information and materials.
• Ability to interact effectively and maintain constructive working relationships.
• Ability to establish and maintain departmental filing system.
• Ability to work independently within established guidelines.
• Ability to coordinate and implement changes in appointments and schedules.
• Ability to exercise judgment, tact, and diplomacy.
• Ability to type and transcribe accurately at 80 words per minute.
• Skill in oral and written communication.
• High school diploma required.
• Four years’ clerical or secretarial experience.

Nice To Haves

• Previous experience in healthcare, clinical informatics, information technology, digital transformation, or electronic health record implementation is strongly preferred.
• Associate degree in business administration or healthcare administration preferred.
• Completion of a program in secretarial science or related field preferred.

Responsibilities

• Provides support to Clinical Informatics Department; attends meetings and takes and types minutes, composes agenda, drafts and types correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.
• Schedules and manages complex calendars and schedules.
• Provide support to the coordinator for the clinical informatics medical fellowship academic program.
• Anticipates Chief Health Informatics Officer and Associate Chief Medical Information Officers needs and provides assistance to ensure manager is prepared for daily activities.
• Research, compile and analyze information to support executive decision making.
• Coordinates and leads special projects.
• Prepares comprehensive reports, presentations and other documents.
• Serves as a liaison between Chief Health Information Officer and other internal and external partners.
• Conducts research and provides briefings for meetings and events.
• Applies independent judgment to prioritize and manage tasks in a fast-paced environment.
• Handles confidential and complex information with discretion.
• Analyze administrative procedures and make recommendations for improvement.
• Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to VP’s attention.
• Provides assistance to the Department managerial staff to achieve pre-determined goals and objectives for the Department.
• Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.
• Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
• Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.
• Makes travel reservations, orders tickets, makes and confirms lodging and airline reservations, and prepares travel advance and expense reports.
• Maintains time and attendance information for the department including timekeeping for payroll.
• Audits and maintains monthly budget sheets for accuracy.
• May supervise or provide guidance to other administrative staff within the department.
• Trains new staff members as needed.
• Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.
• Performs other related duties as directed.

Benefits

• Full Medical, Dental, Vision, Life Insurance, etc.
• 403(b)
• Generous paid time off
• Incredible Work/Life benefits including annual membership to care.com, access to backup care services for dependents through Care@Work, retirement planning services, financial coaching, fitness and wellness reimbursement, and extraordinary discounts through several vendors for hotels, rental cars, theme parks, shows, sporting events, movie tickets and much more!
• health insurance
• paid time off
• retirement
• an employee assistance program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED