Executive Assistant - Health Administration - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

The Executive Assistant provides administrative support to the Chief Officer or Executive Leader and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Departmental Specific Summary

The Executive Assistant provides administrative support to the Chief Officer and/or Executive Leader of Norris Cancer Hospital and is responsible for office supervision including, but not limited, organizing office functions, providing work and direction to clerical support staff, scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed.

Essential Duties

• Responsible for coordinating schedule, including arranging meetings and appointments.
• Responsible for preparing and transcribing meeting minutes for Operations Council making sure all follow up items are noted and resolved
• Responsible for maintaining the Administrative Policy and Procedure manual.
• Responsible for the timely processing of performance evaluations for Associate Administrator for Nursing.
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department
• Directors, and Customers assisting in problem identification and resolution.
• Responsible for composition, typing, proofing and appropriately disseminating a variety of materials, e.g., correspondence, memos, reports, etc., pertinent to the functions of the Officer or Executive Leader and/or other Administrative Representative(s) as directed.
• Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
• Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in
• a timely fashion.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and
• bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Responsible for filing and maintaining records pertinent to the functions of the the Officer or Executive Leader and/or other Associate Administrator for Nursing and Norris Administration
• Department.
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a
• confidential nature.
• Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s)when the situation warrants his/her attention.
• Responsible for performing other duties as directed by the Officer or Executive Leader and/or other Associate Administrator for Nursing and Administrative Representatives.
• Demonstrates above skills in all forms of communications, i.e., in person, via telephone, and in writing.
• Routes all calls/requests to appropriate personnel, identifies on phone reason for transfer and assures connection is made.
• Completes assignments as directed
• Demonstrates collaboration, congeniality, and problem-solving skills.
• Maintains an open line of communication between management and other staff while demonstrating a professional demeanor at all times.
• Perform other duties as assigned.

Qualifications

• Req High school or equivalent
• Pref Specialized/technical training Formal secretarial training or equivalent education
• Req 5-10 years Previous secretarial experience in senior executive setting.

• Req Typing at 60 + WPM.
• Req Transcription and mathematical aptitude.
• Req Demonstrates excellent verbal and written communication skills.
• Req Computer literacy in word processing, spreadsheets, etc.
• Req Microsoft Office knowledge.
• Req Organization/time management skills.
• Req Able to function independently and as a member of a team.

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)