Employee Type:

Regular

Work Shift:

Day - 8 hour shift (United States of America)

Join Team Tidelands and help people live better lives through better health!

Position Summary: Provide executive-level, administrative assistance to the Senior Administration and Operations/Administration Team. Represents Senior Administrative team professionally to both internal and external parties.  Interacts with hospital personnel of all levels, including Medical Staff, Nursing leaders, and members of the Board of Trustees. Personal and phone contact with patients and their families and the public and maintains a positive, service-oriented, and professional demeanor at all times. Takes the lead on various projects as assigned and completes all other duties as assigned while exhibiting exemplary core customer service skills.           

Position Responsibilities & Functions

Manage sensitive matters with a high level of confidentiality and discretion.

Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for executives.

Arrange travel and accommodations for executives and operations teams. Includes meals, reimbursements, and expense reports.

Manages budget for departmental projects: plans and presents options; manages costs within budget provided at the discretion/judgement/authority of the executive assistant.

Proactively organize complex calendars and schedules, resolving any scheduling issues; room preparations & catering as needed.

Oversees payroll approvals, including tracking of PTO/etc. for all staff in allocated Administration budget.

Coordinates meetings for Service line and Leadership team meetings – this includes taking minutes and scheduling the meetings with appropriate staff, prepares and distributes all minutes, documents, and packages by corresponding both via email and placing on SharePoint. Ensures packets of information are readily available to be displayed during meetings either via WebEx or in person meetings.

Training of leadership team members and other assistant-staff of WebEX, Microsoft Teams, and SharePoint.

Management and oversight of policies and procedures. System administrator and subject matter expert (SME) for PolicyStat (RLDatix) policy management software. 

Works closely with internal and external leaders and medical staff and their assistants in coordinating meetings with Tidelands Health executive & leadership teams.

Works closely with Sr. Admin on all hospital contracts, in preparing documentation and distributing updates.   

Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

Order supplies on behalf of administration.

Excellent communication and time management skills; proven ability to meet deadlines.

Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

Performs other duties as assigned.

Qualifications

Experience:

3+ years related experience as executive assistant to senior executives in corporate environment or healthcare administration required. 

Healthcare and medical terminology preferred.

Project management/LEAN experience preferred. 

Education: High School Diploma Required; Associate Degree preferred. 

Knowledge/Skills:

Advanced proficiency in a variety of MS Office suite (Outlook, Word, Excel, PowerPoint, SharePoint, Visio, Power BI, MS Teams, etc)

Anticipate needs of Senior executives and operations team and proactively solve problems in real time

Ability to work independently with complex workload, triage and level priorities based on current demands, demonstrate excellent organization and multi-tasking skills, and ability to manage multiple projects and task simultaneously; understands need for urgency when necessary

Ability to collect and assimilate data, assist with analysis and presentation compilation

Exceptional communication and relational values rooted in service mentality (soft skills); demonstrates ability to interface with customers (peers, colleagues, physicians, and customers (patients/families) with compassion and empathy

Demonstrate ability to exercise discretion, sound judgment, and highest integrity, regarding sensitive data, records, files, conversations, contracts, etc.

Healthcare and medical terminology preferred.

Project management/LEAN experience preferred. 

Physical Requirements: Light Physical Agility Test Rating (PAT)

While performing the duties of this job, the employee is frequently (activity or condition exists from 1/3 to 2/3 of the time) required to stand, sit, and walk; frequently to use hands, fingers; and frequently to talk or hear. The employee must exert up to 15 pounds of force occasionally (activity or condition exists up to 1/3 of the time), and/or up to 5 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and will be tested by post offer PAT

Tidelands Health is an equal opportunity employer (EOE). Tidelands Health does not discriminate against employees or applicants for employment on the basis of race, color, creed, religion, age, national origin, disability, marital status, veteran status, gender, genetic information, familial status, or any other legally protected status.