Executive Assistant | Administration, Full Time

Memorial Health•Marysville, OH

6d•Onsite

About The Position

We are looking for an Executive Assistant to join our collaborative team at Memorial Health! This role involves managing the administrative office for System Leaders, exercising considerable judgment, and applying experience in decision-making. The Executive Assistant will provide information in accordance with established procedures and policies, referring problems requiring technical answers to appropriate personnel. This position works collaboratively with other Executive Assistants to ensure administration runs efficiently, manages correspondences and an extensive filing system, and coordinates the distribution of documents. The role is responsible for managing exceptionally active calendars for appointments and overseeing office workflow, ensuring compliance with established timelines, procedures, and quality standards. A high level of professionalism and the ability to handle confidential information are essential. The Executive Assistant will manage an extensive variety of responsibilities, including effective correspondence independently, and review and edit a wide selection of materials such as reports, forms, applications, and memoranda. Additionally, the role involves maintaining CDs/CDARS investment for MHUC and UCHA, providing and confirming Ohio Pooled Collateral statements for annual audits, completing attestations for year-end, and preparing and maintaining the annual non-monetary compensation schedule. The position also involves maintaining and confirming invoices to OSU for call coverage and Medical Directorship payments, acting as a liaison with internal and external contacts to obtain or relay information and arrange meetings, often dealing with community executives, medical staff, board members, or influential outsiders. Understanding the organizational and political structure of Memorial Health System is important. Responsibilities include reserving/coordinating meeting rooms and accouterments, facilitating the coordination of schedules for senior management meetings, screening phone calls and visitors, and maintaining Outlook contacts. The role also completes miscellaneous billings for rent, pharmacy items, physical therapy services, postage, and Health Partners services. Maintaining Medicare and Medicaid certifications by completing re-certifications and changes of information is also part of the role. The Executive Assistant will administer the Contract Management system by uploading, modifying, maintaining, and aiding in contract evaluations at year-end. They will electronically maintain capital expenditures for each year, monitor and maintain payroll and DocSign, and maintain access to various accounting systems for coding, budgeting, and research. Spreadsheets for Medicaid inpatient and outpatient claims, charges, and payments per year will be maintained. Completing credentialing/re-credentialing forms for various payors and maintaining all certifications/licensures for the hospital are also key duties. The role monitors and assists with COAAA payments as necessary. The Executive Assistant will exhibit behaviors reflective of Memorial’s core values: Compassion, Accountability, Respect, Excellence, and Service. Demonstrates regular and predictable attendance, attends all mandatory education and in-services, and completes mandatory health requirements. The employee performs within the prescribed limits of the hospital’s and department’s Ethics and Compliance program and is responsible to detect, observe and report compliance variances. Other duties as required or assigned.

Requirements

Completion of secondary education or equivalent experience with basic math and writing skills
Technical certificate and/or three years of experience in a similar capacity
Must be able to demonstrate excellent customer service
Knowledge of Microsoft Word and Excel

Responsibilities

Manages Administrative Office for System Leaders
Exercises considerable judgement and applying experience in making decision
Provides information in accordance with established procedures and policies
Refers problems requiring technical answers to appropriate personnel
Works collaboratively with other Executive Assistants to keep administration running efficiently
Manages correspondences and extensive filing system
Coordinates distribution of documents
Responsible for managing exceptionally active calendars for appointments
Manages office workflow assuring compliance with established time lines, procedures and standards of quality
Demonstrates high level of professionalism and ability to handle confidential information
Manages an extensive variety of responsibilities including effective correspondence independently
Reviews and edits a wide selection of materials; i.e.: reports, forms, applications, memoranda and other documents
Maintains CDs/CDARS investment for MHUC as well as UCHA
Provides and confirms Ohio Pooled Collateral statements for annual audit and completes attestations for year-end
Prepares and maintains annual non-monetary compensation schedule
Maintains and confirms invoices to OSU for all call coverage and Medical Directorship payments
Acts as liaison with a variety of internal and external contacts in order to obtain and or relay information, arrange meetings, etc. often dealing with community executives, medical staff, board members or influential outsiders
Understand the organizational and political structure of Memorial Health System
Reserves/coordinates meeting rooms and accouterments
Facilitates the coordination of schedules for senior management meetings
Screens phone calls and visitors, maintains Outlook contacts
Complete miscellaneous billings for rent, pharmacy items, physical therapy services, postage, Health Partners services, etc.
Maintain Medicare and Medicaid certifications by completing, when necessary, re-certifications, change of information to add additional locations, update Board members, tax id changes, etc.
Administrator for the Contract Management system by uploading, modifying, maintaining, and aid in the evaluations of those contracts at year-end
Electronically maintain capital expenditures for each year
Monitors and maintains payroll and DocSign
Maintain access to various accounting systems to aid in coding, budgeting and researching
Maintain spreadsheets for Medicaid inpatient and outpatient claims, charges and payments per year
Complete credentialing/re-credentialing forms for various payors
Maintain all certifications/licensures for the hospital
Monitor and assist when necessary all COAAA payments
Exhibits behaviors reflective of Memorial’s core values: Compassion, Accountability, Respect, Excellence, and Service
Demonstrates regular and predictable attendance
Attends all mandatory education and in-services (i.e., team training, safety, infection control, etc.)
Completes mandatory health requirements
Employee performs within the prescribed limits of the hospital’s and department’s Ethics and Compliance program and is responsible to detect, observe and report compliance variances to their immediate supervisor, or upward through the chain of command, the Compliance Officer, or the hospital hotline
Perform other duties as required or assigned