Health Facility Management Assistant

Helen Hayes Hospital•West Haverstraw, NY

1d•Onsite

About The Position

Reports directly to the Chief Executive Officer. Provides high -level support in -person to the Chief Executive Officer and Executive team ensuring efficient operations through a wide range of executive, administrative, and office management functions. Requires exceptional communication and organizational skills, proven discretion with confidential matters, and the ability to manage complex tasks in a fast -paced environment. Key responsibilities include project coordination, preparation of content, materials, briefings and presentations, event planning, supervision and leadership of executive administrative support staff and liaison with internal and external stakeholders. Plays a key role in ensuring alignment of the administrative support team and key projects led out of the Office of the CEO. Provides administrative support including preparation and drafts meeting materials, prepares letters, reports, memoranda and project presentation that may contain highly sensitive information and require discretion and judgment when compiling. Receives and screens all visitors and telephone calls for the Chief Executive Officer and Executive Leadership Team. Must follow up on all inquiries. Answers inquiries concerning activities and operations for department and handles complaints based on knowledge of Hospital Policy. Prepares drafts and/or edits correspondence, budgets and financial reports, and other written materials based upon President’s notes and/or guidance from Executive Services Leader. Provides support to handle public relations events, correspondence and coordinates physician and public interaction at the direction of the Executive Services Leader and/or the CEO and President. Collaborates with the Leadership Team & other contacts to gather data, prepare reports and presentations for internal/external meetings & events. Prepares agendas and takes minutes at senior staff meetings. Demonstrates judgment, discretion, and professionalism in handling sensitive and confidential information. Oversees the day -to -day operations of the administrative services team. Ensures executive administrative support staff are on task, supports issues and challenges as needed in the administrative suite, and is an available resource to support team and the executives as needed. Oversees and manages time and attendance for administrative support team ensuring that adequate coverage is provided. Conducts regular staff huddles and ensures consistent communication across all team members in all locations. Cascades key organizational messages. Provides board support as needed, including taking minutes and performing the functions of a Board Secretary as directed by the CEO. Other duties as assigned.

Requirements

Six years of experience in the administration of a health -related facility, which includes work in human resources, business, or finance offices, quality management, or functioning as the administrator of a health -related facility, which includes collecting and analyzing administrative data to assess the efficiency of program operations and performance and develop internal controls; recommending changes and improvements to management; and reviewing and updating facility policies and procedures to ensure compliance with agency, facility, and regulatory requirements.

Nice To Haves

Bachelor's Degree in Healthcare, Business or related field.
4 -7 years of providing support to executive level positions.
4 -7 years of experience support CEO/President level.
Advance level of proficiency in Microsoft Word, PowerPoint, Excel, and Adobe Acrobat.
3 -6 months experience in taking and transcribe meeting minutes.
Ability to learn new software applications.
Strong work prioritization and time management skills as it relates to meeting strict deadlines.
Ability to perform job duties under stressful conditions.
Strong independent working skills.
Able to relate cooperatively and constructively with clients and co -workers.
Must be proficient in working with high -level executives both inside and outside of the organization.
Strong multi -tasking ability as well as experience in multi -project management.
Excellent verbal and written communication skills.
Excellent organizational, customer service, and interpersonal skills.
Experience in handling confidential information.
Knowledgeable in preparing and processing of expense reports, invoices, payment requisitions, contracts and financial documents.
Experienced in utilizing discretion and independent judgment to develop financial reports.
Prior experience in The Joint Commission survey process.
Experience in audits and surveys to conform to Joint Commission and CMS guidelines.

Responsibilities

Project coordination
Preparation of content, materials, briefings and presentations
Event planning
Supervision and leadership of executive administrative support staff
Liaison with internal and external stakeholders
Preparation and drafts meeting materials
Prepares letters, reports, memoranda and project presentation
Screens all visitors and telephone calls for the Chief Executive Officer and Executive Leadership Team
Answers inquiries concerning activities and operations for department and handles complaints based on knowledge of Hospital Policy
Prepares drafts and/or edits correspondence, budgets and financial reports, and other written materials based upon President’s notes and/or guidance from Executive Services Leader
Provides support to handle public relations events, correspondence and coordinates physician and public interaction at the direction of the Executive Services Leader and/or the CEO and President
Collaborates with the Leadership Team & other contacts to gather data, prepare reports and presentations for internal/external meetings & events
Prepares agendas and takes minutes at senior staff meetings
Oversees the day -to -day operations of the administrative services team
Oversees and manages time and attendance for administrative support team ensuring that adequate coverage is provided
Conducts regular staff huddles and ensures consistent communication across all team members in all locations
Cascades key organizational messages
Provides board support as needed, including taking minutes and performing the functions of a Board Secretary as directed by the CEO
Other duties as assigned