Executive Coordinator

JOB SUMMARY :

Performs a wide range of complex functions in assisting the Executive Vice President of the hospital, in assisting the Boards, and in facilitating the efficient operation of the executive office.

Essential Functions:

• Provides administrative duties to support the effective operation of an executive's office.
• Composes and creates a wide variety of documents, including presentations and reports using appropriate formats and available software; handles communications documents of both a general and highly confidential matter.
• Involved in preparation of materials for use by senior executives as decision-making tools; documents for use inside and outside the organization.
• Gathers and compiles information from self and others and drafts reports and correspondence to facilitate ongoing communication and efficient departmental operations.
• Assures records are maintained in accordance with all applicable organization & legal requirements.
• Supports the Executive's responsibilities on various committees and special projects.
• Maintains office and highly confidential files for prompt and easy retrieval, tracking and following up on pending matters.
• Monitors Executive's incoming and outgoing mail, phone calls and other requests and prioritizes all items.
• Responds or refers when appropriate; tracks to assure prompt response. Keeps Executive aware of those situations he or she needs to be aware.
• Maintains an accurate and effective calendar for the Executive; arranges meetings and itineraries for Executive and Staff if appropriate.
• May have sole responsibility for completing various reports, bulletins, newsletters, etc.
• Greets visitors and telephone callers and interfaces on behalf of Executive, where appropriate.

Additional Duties:

• Adheres to the hospital and departmental attendance and punctuality guidelines.
• Performs all job responsibilities in alignment with the core values, mission and vision of the organization.
• Performs other duties as required and completes all job functions as per departmental policies and procedures.
• Maintains current knowledge in present areas of responsibility (i.e., self-education, attends ongoing educational programs).
• Attend staff meetings and complete mandatory in-services and requirements and competency evaluations on time.
• Demonstrates competency at all levels in providing care to all patients based on age, sex, weight, and demonstrated needs. For non-clinical areas, has attended training and demonstrates usage of age- specific customer service skills.
• Wear protective clothing and equipment as appropriate.

QUALIFICATIONS:

Education:

• Vocational Technical Degree in Advanced secretarial coursework or equivalent - Required

• Associate's degree in business related field - Preferred

Experience:

•  5 years Progressively responsible administrative - Required
•  1 year reporting to a Senior Executive - Required
• 1 year in a hospital or managed care setting - Preferred

Licenses and Certifications:

• Not Applicable - No Certification and Licensure Requirements Required or Preferred

Knowledge, Skills and Abilities:

• Organizational Skills
• Communication Skills
• Interpersonal Skills
• Customer Relations
• Grammar, Spelling
• Read, Comprehend Written Instructions
• Follow Verbal Instructions
• Basic Computer Skills
• Microsoft Office Suite
• General Clerical Skills
• Typing 60 wpm
• Knowledge, understanding of medical, technical, and business terminology
• Detailed knowledge of hospital operations, organizational procedures and policies, and key personnel throughout the organization
• Understanding of processes throughout the hospital
• Requires an understanding of the context of the Senior Executive's position and dealings with others in the organization
• Requires ability to deal with employees at all levels within and outside the organization
• Mathematical Skills
• Analytical Skills

Physical Requirements:

• Have near normal vision: Clarity of vision (both near and far), ability to distinguish colors
• Have good manual dexterity
• Ability to perform repetitive tasks motion

Physical Demands:

• Standing - Occasionally within shift (1-33%)
• Walking - Occasionally within shift (1-33%)
• Sitting - Continuously within shift (67-100%)
• Climbing - Occasionally within shift (1-33%)
• Bending, Stooping - Occasionally within shift (1-33%)
• Twist at waist - Occasionally within shift (1-33%)
• Pushing, Pulling - Occasionally within shift (1-33%)
• Reaching above shoulder - Occasionally within shift (1-33%)
• Lift, carry > 50 lbs with assistance - Occasionally within shift (1-33%)