The best thing about this role
Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.
What you'll do
The primary purpose of the Executive Administrative Assistant is to provide clerical duties to the CEO and other administrative staff.
Attend all regular and special Board of Directors meetings and serve as Recording Secretary. Handle all correspondence to the Board, as directed by the CEO/Administrator
Prepare Department head meetings and record and transcribe minutes
Prepare annual Facility Survey Report in anticipation of Department of Health Annual Survey; assure that all licenses of professional staff are current for survey purposes
Plan and coordinate all aspects of the Service Awards Program for staffing in combination with the annual Christmas Party. Assure that the staff will receive the designated year pin/service award; arrangement purchase of the Employee of the Year charm; solicit door prizes from vendors to be presented at the Christmas Party. Responsible to send a thank you note to each vendor for the donation received
Write letters to physicians and other providers who apply for privileges on the Medical Staff at VHS and provide the necessary attachments to initiate the process, which includes a copy of the Medical Staff application, Medical Staff Bylaws, Statement of Health Status form (to be completed the applicant's personal physician) and an acknowledgement Statement (which grants temporary privileges to a provider, when approved by the CEO/Administrator)
When the medical staff application is returned for review, it is sent to the Medical Director for approval and then to the Board of Director their next regularly scheduled meeting. When approved, the Executive secretary will prepare the notification from the CEO to be sent to the applicant. Executive Secretary is also responsible for annual re-credentialing of physicians and is responsible for checking whether the physicians, vendors and contractor are listed on the OIG web site
In the absence of the CEO, CFO and Director Nursing, make decisions on minor administrative matters of channel the problem to the appropriate personnel
Develop and maintain an excellent working rapport with all personnel in departments within the facility to assure that administrative services and activities may be properly maintained to meet the needs of the facility
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility
Maintain policy and procedure manuals of all departments
Act as telephone operator as needed
Maintain office machines and schedule services calls as needed for copier and fax machines. Order supplies as needed
Open daily mail and deliver to mailboxes in the copier room; record the number of checks and amounts received and deliver to the Business Office
Sort residents mail and have ready for distribution by Ward Clerk
Maintain a list of addresses for family contacts, volunteers, medical staff, etc. and provide lists to various departments when requested
Type purchase orders for various departments as requested. Assure that payments get mailed in a timely manner/or have available when a service is provided at VHS
Arrange seminar attendance for staff including reserving the company vehicle if needed, hotel arrangements and confirming reservations
Schedule annual Valley Health Development Corporation meeting (prior to May 15th); attend meeting as Recording Secretary; obtain a signed 990 form (form must be signed prior to May 15); Assure the appointed term of each officer is renewed in a timely manner as the appointment of officer are made by the Mayor of Herkimer on 3-year intervals
Responsible maintaining NYS Notary license for notarizing documents as needed
Contact Wells Communication for repairs/return of all facility beepers
Responsible for telephone system in-house repairs to individual extensions, programs all change and troubleshoot the telephone system on the computer in the telephone room on Ground Floor; order telephone replacements and necessary parts for system as needed; train personnel as requested; update and distribute the telephone extension listing to all necessary areas
Attend all required in-services and follow department and facility policies and procedures including the use of personal protective equipment
Maintain CONFIDENTIALITY of all pertinent resident care and employee information and follow HIPA and HIV regulations
What we need from you
Education:
High School or GED, required
Must be a graduate of an accredited secretarial school, required
Experience:
Minimum 2 years Secretarial or administrative assistant experience, preferably in health care, legal services or professional office environment, required
Proficient in Microsoft Office applications such as Word, Excel, Power Point, required
Skills:
Attention to Detail
Communication
Computer Skills
Customer Service
Listening
Reliability
Resourcefulness
Time Management
Physical Requirements:
Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met
Occasional crouching, grasping, kneeling, lifting, pulling, pushing, reaching, stooping, visual acuity (color, depth, perception)
Frequent typing/clerical/dexterity, hearing, repetitive motion, standing
Constant seeing/monitor/computer use
Travel:
No travel required
Total Rewards
Bassett Healthcare Network's commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:
Paid time off, including company holidays, vacation, and sick time
Medical, dental and vision insurance
Life insurance and disability protection
Retirement benefits including an employer match
And more!
Specific benefit offerings may vary by location and/or position.
Pay Range
Salary is based on a variety of factors, including, but not limited to, qualifications, experience, education, licenses, specialty, training, and fair market evaluation based on industry standards. The above compensation range represents a good faith belief of the compensation range by Bassett Healthcare Network, and its entities and affiliates, at the time of this posting or advertisement.
Pay Range Minimum:
USD $26.61/Hr.
Pay Range Maximum:
USD $31.48/Hr.
We love the difference people bring
We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.
