Executive Assistant

Gila Regional Medical Center•Silver City, NM

4d•Onsite

About The Position

GENERAL DESCRIPTION The Executive Assistant is responsible for providing administrative support to the GRMC GME residency program and the Region 5 Rural Health Transformation Program. This position is contingent upon funding. ESSENTIAL FUNCTIONS Maintains confidentiality to sensitive caregiver, patient, and hospital information. Supports the needs of customers entering the office or by phone. Supports the Chief Executive Officer and Chief Operating Officer with their work-related needs. Supports all functions related to Graduate Medical Education (GME) program and Healthy Horizons Hub (HHH). Ensures compliance with GME requirements. Maintains GME residency databases and records; tracks rotations, evaluations, work hours, licenses, scholarly activities, and credentialing. Maintains grant applicant and award database; tracks progress; and provides reports to GRMC COO. Serves as a liaison between GME Institution staff and GME GRMC staff. Serves as a liaison between grant applicants, HHH board, and COO. Schedules and coordinates meetings, including preparing all meeting materials, setting up equipment, ordering food, and taking and preparing minutes. Maintains filing system. Processes paperwork and mail. Enters computer data and prepares reports. Makes and/or coordinates travel, housing, and education arrangements for GME staff. Orders office supplies and equipment. Prepares memos, correspondence, check requests and travel expense reimbursements. Coordinated special events for GME staff and HHH leaders. Other duties as assigned.

Requirements

Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management preferred; or 2+ years experience reporting directly to mid-level or upper-level management
Advanced Microsoft Office skills, with an ability to become familiar with hospital-specific programs and software
Strong organizational and problem-solving skills with impeccable multi-tasking abilities
Exceptional interpersonal skills
Friendly and professional

Nice To Haves

Associates Degree in Business Administration or related field

Responsibilities

Maintains confidentiality to sensitive caregiver, patient, and hospital information.
Supports the needs of customers entering the office or by phone.
Supports the Chief Executive Officer and Chief Operating Officer with their work-related needs.
Supports all functions related to Graduate Medical Education (GME) program and Healthy Horizons Hub (HHH).
Ensures compliance with GME requirements.
Maintains GME residency databases and records; tracks rotations, evaluations, work hours, licenses, scholarly activities, and credentialing.
Maintains grant applicant and award database; tracks progress; and provides reports to GRMC COO.
Serves as a liaison between GME Institution staff and GME GRMC staff.
Serves as a liaison between grant applicants, HHH board, and COO.
Schedules and coordinates meetings, including preparing all meeting materials, setting up equipment, ordering food, and taking and preparing minutes.
Maintains filing system.
Processes paperwork and mail.
Enters computer data and prepares reports.
Makes and/or coordinates travel, housing, and education arrangements for GME staff.
Orders office supplies and equipment.
Prepares memos, correspondence, check requests and travel expense reimbursements.
Coordinated special events for GME staff and HHH leaders.
Other duties as assigned.