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Executive Assistant - Administration

Job Overview

Overview

The Executive Assistant provides administrative support for the assigned Executive(s) CEO and Administrative Team. Requires a broad knowledge of health care and a high level of discretion in handling confidential matters and information concerning providers, staff, and the corporation. Maintains a customer focus when serving patients, family members, physicians, and employees. Assists with business project development and management.

Why UnityPoint Health? 

• Commitment to our Team – We’ve been named a  Top 150 Place to Work in Healthcare 2022  by Becker’s Healthcare for our commitment to our team members. 
• Culture – At UnityPoint Health, you Come for a fulfilling career and experience  a culture  guided by uncompromising values and unwavering belief in doing what's right for the people we serve. 
• Benefits – Our competitive  Total Rewards  program offers benefits options that align with your needs and priorities, no matter what life stage you’re in. 
• Diversity, Equity and Inclusion Commitment – We’re committed to ensuring you have a voice that is heard regardless of role, race, gender, religion, or sexual orientation. 
• Development – We believe equipping you with support and  development opportunities  is an essential part of delivering a remarkable employment experience. 
• Community Involvement – Be an essential part of our core purpose—to improve the health of the people and communities we serve. 

Visit us at UnityPoint.org/careers to hear more from our team members about why UnityPoint Health is a great place to work.  https://dayinthelife.unitypoint.org/  

Responsibilities

Administrative/Clerical Support

• Performs administrative activities for assigned Executives(s) with ability to work under pressure and maintain confidential material.

• Types and proofs a variety of materials; e.g. correspondence, reports, charts, memos, policies and procedures.
• Coordinates and attends meetings as assigned; including scheduling, preparing materials and notices prior to meetings, documenting proceedings, maintaining records and follow-up on actions taken.

• Communicates effectively with other administrative staff, members of other departments, medical staff, nursing administration, physician’s offices, etc.
  • Good composition skills and proper use of grammar.
  • Utilizes paging/phone/computer effectively.
  • Maintains positive attitude.
  • Seeks proper channels of communication when performing unfamiliar tasks.
  • Receives and directs telephone calls.
• Maintains appointment calendar for assigned Executive(s).

• Coordinates appointments and schedules meetings with staff, physicians, administrators, outside external meetings hosted at hospital, etc.

• Reviews and sorts a variety of materials.

• Sets up files as needed, prepares file folders and categories to new files. Purges and rotates files as necessary.
• Maintains confidential files and updates regularly.

• Maintains understanding of organizational structure and changes within hospital departments and hospital administration. Supports the Nursing Directors/Manager

• Keeps up-to-date on hospital and system-wide changes

• Anticipates equipment and supply needs.

• Orders/requests equipment and supplies according to department guidelines on a weekly basis to ensure that stock is not depleted.
• Maintains related expense report forms.
• Contacts appropriate people for repair of equipment and machines.

• Arranges travel for Executives, Directors/Managers and others, as directed.

• Reserve hotel rooms, book flights, arrange rental vehicles, etc. as applies to the travel need.
• Secure registration for conferences, workshops, etc.
• Create itinerary and contact list information, as appropriate.
• Process expenses for reimbursement, as appropriate

• Attends educational training sessions to further enhance skills, knowledge (e.g., computer classes).
• Attains all agreed to goals and objectives within specified time frames, as part of the organization’s overall mission.
• Attends all required Safety Training programs and can describe his/her responsibilities related to general safety, department/service safety, and specific job related hazards.

• All required safety education programs have been attended.
• Provides complete and accurate responses to safety questions.
• Operates assigned equipment and performs all procedures in a safe manner as instructed.
• Maintains work area and equipment in condition required by department standards.
• Demonstrates proper body mechanics in all functions. If Manager/Leader, provides for the safety of department employees.

• Demonstrates respect and regard for the dignity of all patients, families, visitors and fellow employees to ensure a professional, responsible and courteous environment.

• Interacts with all of the above in a considerate, helpful and courteous manner.
• Maintains mature professional manner exhibiting confidence and composure, even during stressful situations.
• Maintains open communication using appropriate chain of command regarding issues.
• Conducts all work activities with respect for rights and wishes of patients, visitors, families, and fellow employees.
• Maintains confidentiality of all hospital and patient information at all times as observed by peers and management.
• Presents neat appearance with proper attire and identification as required by the position, department, and hospital policy.
• Displays a positive attitude within the department and across departmental lines to contribute to the overall customer service program in place at hospital.

• Promotes effective working relations and works effectively as part of a team inter- and intra-departmentally to facilitate the department's ability to meet its goals and objectives.

• Participates in staff meetings as determined by Nursing Directors/Manager(s).
• Supports the hospital’s mission, policies and procedures through attendance and participation at committee meetings, if applicable.
• Utilizes automated system to communicate inter and intra-departmentally, as appropriate.
• Reports to work on time and is at work as scheduled, as observed by Nursing Directors/Manager(s).
• Completes work assignments on time/readily accepts assignments

• Performs other work-related duties as requested/directed.

Basic UPH Performance Criteria

• Demonstrates the UnityPoint Health Values and Standards of Behaviors as well as adheres to policies and procedures and safety guidelines.
• Demonstrates ability to meet business needs of department with regular, reliable attendance.
• Employee maintains current licenses and/or certifications required for the position.
• Practices and reflects knowledge of HIPAA, TJC, DNV, OSHA and other federal/state regulatory agencies guiding healthcare.
• Completes all annual education and competency requirements within the calendar year.
• Is knowledgeable of hospital and department compliance requirements for federally funded healthcare programs (e.g. Medicare and Medicaid) regarding fraud, waste and abuse. Brings any questions or concerns regarding compliance to the immediate attention of hospital administrative staff. Takes appropriate action on concerns reported by department staff related to compliance.

Qualifications