DEPARTMENTAL SUMMARY The Administration Department is responsible for the overall administrative functions of the health system.
The Executive Assistant at St. Charles Health System provides administrative support to system and division executives, and other members of the administrative team as assigned. Determines how to best manage the office for the assigned executive and other members of senior management, accomplish functions within established procedures and protocol, and provide excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone. This position does not manage any other Caregivers.
Provides the highest level of administrative support within the administrative suite through professional and positive communications, clerical functions, project management, calendaring, and problem solving for the assigned executive and other members of the senior management team as requested.
Coordinates functions of various committees by scheduling meetings, through coordination of committee business and communications, and record keeping.
Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc).
Demonstrates effective skills and understanding of Microsoft Office and other pertinent software applications.
Demonstrates effective skills with communication, organization, and management of assigned work.
Ability to work with little or no supervision, and to make sound decisions.
Ability to work in a fast paced work environment with frequent interruptions, maintaining the highest level of confidentiality at all times.
Draft reports, letters, minutes, and other materials.
Supports the vision, mission and values of the organization in all respects.
Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
Required: High School diploma or GED.
Required: Valid Oregon driver’s license and ability to meet SCHS driving requirements. Ability to travel to business functions/trainings/meetings and all SCHS worksites
Required: Minimum of three years executive assistant or five years administrative secretarial experience with top management team or equivalent experience in a hospital setting preferred.
PERSONAL PROTECTIVE EQUIPMENT
Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.