Executive Assistant - Administration - Zanesville - Full Time

Mvhc•Zanesville, OH

4d•Onsite

About The Position

MVHC is growing and has an immediate opportunity for an Executive Assistant to join our Team! At MVHC, we believe it takes a team to help change the face of health care. MVHC serves as a critical healthcare resource to ensure that all members of our community have access to affordable and high-quality health care. Our staff is dedicated, constantly learning, and eager to make a difference in the lives of the thousands of patients we serve each year. We strive to hire those who embrace our mission and values and pride ourselves in developing a team of employees that you can call family. If you want to make a difference and are passionate about what you do, consider MVHC for future employment and a rewarding career! Reporting directly to the Chief Clinical Officer, the Executive Assistant/Administration provides administrative support to the Executive Staff. The Executive Assistant serves as liaison for internal and external constituencies. Coordinate executive outreach and external relations efforts; and oversee special projects. The Executive Assistant must be creative and enjoy working within a small entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations. Have strong written and verbal communication, strong administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant develops and maintains all records and files relating to donors and sponsors of Patient Care Charitable Fund.

Requirements

Associate’s degree in business administration preferred
High School diploma with two years experience as an administrative/executive assistant
Must exercise sound judgement and handle highly sensitive material with absolute discretion
Excellent verbal and written communication skills
Strong mastery of Microsoft Office tools (Microsoft Word, Excel, and PowerPoint) and virtual meeting platforms.
Ability to anticipate needs, make decisions autonomously, and remain composed under pressure in a fast-paced environment
Strong critical thinking skills and accuracy
Knowledge of general office procedures and practices
Experience taking meeting minutes a plus

Responsibilities

Assists in PCCF fundraising events
Organizes programs, events, and meetings by arranging facilities, issuing information or invitations, coordinating speakers, arranging for food if necessary, and controlling event budget
Provide secretarial and administrative support for the Executive group including phone and office reception, correspondence, word processing, appointment scheduling, maintaining files and records and assists management staff with daily operations of MVHC
Collect data, organize and prepare reports as directed by the Executive team
Schedules company wide use of conference rooms
Schedules meetings as needed
Manage office and clinical supply operations by coordinating purchasing and inventory control for the administrative Office
Develops and maintains good working relationships with staff, management, the Board of Directors, internal/external contacts, and the public
Projects a pleasant and professional image
Demonstrates initiative, self-motivation, critical thinking, problem solving, and focus to execute within the role
Maintain and update the administrative office staff directory to ensure accurate, current, and easily accessible contact information for all staff members.
Support employee recognition efforts for designated events and staff-related occasions.
Manage organizational policy administration by overseeing updates and coordinating organizational policies
Support legal operations by compiling and organizing data for legal requests and preparing formal reports
Manage discharged and reassigned patient processes by maintaining spreadsheets and sending patient notification letters according to established procedures.
Develops and maintains Critical Lab List with updates sent out monthly
Responsible for managing the Provider Survey List which is distributed monthly
Support Social Determinants of Health (SDoH) initiatives by managing the procurement, tracking, and documentation of gift cards, and maintaining the master patient tracking list to ensure accurate data and program compliance.
Responsible for the coordination and distribution of the monthly Provider Update Email
Support patient access initiatives by preparing reporting and creating presentations for board meetings.
Support Committee meetings by preparing agendas, compiling and organizing all required documents, reports, and presentations, recording detailed meeting minutes, and developing and maintaining data to support oversight and compliance.
Support Corporate Compliance, QI and Medical Staff meetings by recording and maintaining minutes, compiling required documentation, preparing the monthly ED Log and quarterly compliance reports, coordinating organizational risk assessments, collecting incident data from the Compliance Manager Dashboard, and developing action plans to support Compliance, Risk Management, and FTCA requirements, patient access reports, creating PowerPoint presentations and visual materials, coordinating updates from the Executive Team and Department Directors, and compiling all documentation required to support meeting agendas.
Coordinate end-to-end logistics for Medical Staff Committee meetings, including compiling and preparing all required documents, reports, and presentations, and organizing breakfast/catering arrangements.
Manage the Patient Care Charitable Fund by developing and maintaining accurate records, ensuring compliance with organizational policies, and adhering to eligibility and audit requirements.
Collaborate alongside the Medical Records Manager to process subpoenas and records release requests, ensuring accuracy, confidentiality, and compliance with applicable laws and regulations, while consulting with the in-house attorney as needed.
Support employee training compliance by developing and maintaining tracking spreadsheets for CPR certifications and competencies, ensuring accurate records, monitoring expiration and renewal dates, and assisting with organizational training requirements.
Manage expense documentation by collecting, organizing, and verifying credit card receipts for reporting, reimbursement, and auditing purposes.
Manage Provider CME, licenses, and memberships by maintaining comprehensive tracking of certifications, memberships, and professional licenses; updating provider records; verifying contract and funding details; coordinating travel for educational events; facilitating CME and membership purchases; and monitoring related expenses for accuracy and compliance.
Support Provider and Employee survey initiatives by preparing PowerPoint presentations of survey findings and developing spreadsheet-based heatmap reports summarizing employee survey results for the Leadership team.
Coordinate and manage agenda for bi-weekly Director/Clinical Manager meeting.
Facilitates the coordination and completion of GAP and Cyber insurance policy renewals.
Manages the scanning and distribution of CareSource risk assessments.
Prepares and manages litigation hold letters throughout the duration of ongoing litigation.
All other duties as assigned
Assists, as needed, to coordinate meetings of the Board of Directors and Medical Staff Committee
Schedules monthly board meetings.
Notifies board members of meetings and arrange with dietary department if necessary
Adheres to compliance with applicable rules and regulations set in Bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
Prepares agendas one week prior to the meeting date
Prepares meeting packets for distribution at meetings and collects afterwards in keeping with confidentiality policies and protective statues
Documents attendance and accurate notes on discussion, conclusions and actions for accurate, concise minutes
Prepares rough draft of minutes and post-meeting correspondence for review.
Files final board documentation in board binder
All other duties as assigned