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POSITION DETAILS

Full-time with benefits; 80 hours per 2-week pay period, working days Monday-Friday.

JOB SUMMARY

The Executive Administrative Assistant is responsible for supporting the administrative team including the Chief Executive Officer (CEO), Chief Financial Officer (CFO), CCO/CNO and Associate Chief Nursing Officer (ACNO). Additionally, the Executive Administrative Assistant supports the Board of Directors to ensure efficient office operations.

MAJOR JOB FUNCTION

Administrative Support:

+ Provides triage of external phone calls and voicemails for the CEO.

+ Supports the administrative suite with reception duties to include but not limited to managing incoming phone calls, mail delivery routing to include external (back-up duty) and internal sources, and supply management.

+ Performs duties as assigned for all nursing departments and other departments (i.e. Infection Prevention, Pharmacy, Quality, etc.).

Scheduling/Organization:

+ Maintains CEO’s calendar, including meeting requests and scheduling correspondence.

+ Coordinates monthly departmental and special meetings for administrative team members

+ Able to complete projects and duties in a timely and dependable manner.

+ Develops and maintains hospital wide calendars and call schedules for various departments.

+ Assist with or lead team projects as appropriate.

Document Preparation and File Management

+ Attends various committees within the organization and assists with the management and/or creation of agendas, attachments, and meeting minutes.

+ Processes correspondence, reports and projects.

+ Maintains electronic and physical files for the administrative team, multiple departments, and Board of Directors.

+ Handles confidential information in a professional and discreet manner.

+ Coordinates the Annual Corporation Meeting notice/documents for the Board of Directors.

Data Entry and System Management:

+ Back up administrator of the policy review system.

+ Back up administrator of an electronic scheduling software system.

+ Back up assistant for our intranet Health Connect webpage.

Performs other duties as assigned.

STANDARDS OF BEHAVIOR

+ WORK ETHICS STANDARD: Affirm a commitment to making the Tomah Health work environment better through: patient advocacy, continuing education, and valuation of each individual person.

+ COMMUNICATION STANDARD: Affirm a commitment to use open and honest communication with all Tomah Health customers (in-house & community-wide) through: basic customer courtesy (phone, written, face to face) and active listening.

+ TEAMWORK STANDARD: Affirm a commitment to be a proud, dependable Tomah Health TEAM member through: basic customer courtesy, patient advocacy, flexibility, and valuation of each individual person.

+ QUALITY STANDARD: Affirm a commitment to provide respectful, compassionate, quality care with integrity to all Tomah Health customers (in-house & community-wide) through: job excellence, patient advocacy, and self-dignity.

+ PROFESSIONALISM STANDARD: Affirm a commitment to professional conduct towards all Tomah Health customers (in-house & community-wide) through: collaboration, teamwork, appearance, environment, and valuation of each individual person.

+ ATTITUDE STANDARD: Affirm a commitment to maintain a positive, professional perspective towards all Tomah Health customers (in-house & community-wide) through: honest feedback, confidentiality, basic customer courtesy, and valuation of each individual person.

EDUCATIONAL REQUIREMENTS

+ High school diploma or equivalent required.

+ Minimum of 3 years of executive secretarial experience and/or an Associate Degree in Administrative or Medical Secretarial Science or equivalent required.

QUALIFICATIONS/SKILLS

+ Excellent verbal and written communication skills.

+ Excellent human relation skills as demonstrated by the ability to interface positively with all customers and employees.

+ Must have the ability to work with frequent interruptions, under stress and with minimal supervision as well as being able to maintain multiple projects.

+ Need to possess strong organizational skills.

+ Needs to possess a high level of intelligence, integrity, sense of responsibility and ability to comprehend and analyze details.

+ Excellent computer and typing skills a must.

JOB REQUIREMENTS

+ Frequently required to stand, walk and reach with hands and arms, stoop, kneel and/or crouch.

+ Requires extended periods of sitting in one position and frequent computer use.

+ Must occasionally lift and/or move up to 25 pounds.

WORKING CONDITIONS

Must understand and accept the possibility of exposure to inside environmental conditions, such as infectious/communicable diseases, noise, blood and bloodborne diseases, chemicals and/or chemical fumes, odors, gases, and dust. Must be able to function effectively under stressful situations.