Job Description
Communicate any messages/inquiries/issues effectively and appropriately, in a timely and professional manner, by showing sensitivity and respecting confidentiality. May advise internal clients on Executive’s views on company policies or current issues facing the organization. Interpret requests, help implement action, and decide whether Executive should be notified of important matters as needed. Serve as the Executive’s representative at meetings and express the Executive’s viewpoints at such meetings. In Executive’s absence, ensure that requests for action or information are relayed to the appropriate staff. Initiate all follow ups for specific leadership initiatives. Coordinate and execute staff meetings/events/conference calls as instructed by leadership. Responsibilities could include agenda preparation, presentations, staffing, meeting collateral, logistics, notes, arranging staff implementation, action item follow-up as necessary, etc. Assist leadership with calendar support. Responsibilities could include internal/external meeting scheduling, reviewing calendars for conflicts, accepting/declining meetings on behalf of leaders, reminders of meetings and logistics and/or materials that may be needed. Coordinate expense reimbursements and check requests in compliance with policy. Make travel arrangements on behalf of leadership in accordance with policy. Work with a multidisciplinary team of physicians, advanced providers, practice management consultants to support the development and implementation of projects. Analyze the impact and success of these projects. Work with advanced providers, workgroups and committees, develop necessary supporting materials (e.g. manual, training modules, curriculum, etc.) to support the program. Pilot & evaluate impact of program in meeting the defined objectives of the program. Responsible for research and implementation of practice improvement tools and for updates and revisions of standard client-developed programs. 5+ years in an administrative role supporting executives required. 3-5 years of experience in coordinating projects or combination of education and experience required. Knowledge of program development and project management concepts preferred. Experience in healthcare, with physicians, and in a service industry is preferred. Strong communication skills - both oral and written. Ability to analyze, interpret, and visualize data. Ability to work collaboratively across departments. Demonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects, and to work as a team member in a collaborative and participatory manner, and to interact both in person and over the phone with a courteous and professional demeanor. Important professional characteristics include ability to balance/prioritize tasks and projects, a high degree of innovation, problem recognition and creative problem solving, integrity, flexibility, communication with a wide range of professionals and ability to facilitate teamwork. Knowledge of general office principles, practices, standards, systems, applications, and tools/equipment. Knowledge of the sources and availability of information relevant to the assigned function. Knowledge of specific policies, standards, procedures, and practices pertaining to the assigned function. Knowledge of business English communication, including proper spelling, grammar, and punctuation. Knowledge and ability to use desktop computer applications and email as required for specific job duties. Ability to apply existing procedures to similar situations and make appropriate choices from established guidelines/procedures. Ability to read/write sufficiently to file, proofread and edit routine office correspondence, reports and forms. Ability to express ideas and convey information effectively in verbal and routine written communication. Ability to demonstrate data collection, assimilation, and reconciliation skills. Ability to demonstrate effective customer service techniques. Ability to read, understand, and communicate in English sufficiently to perform the duties of the position. Ability to establish and maintain effective working relationships as required by the duties of the position. Trainings to help support and advance your professional growth. Dental, Vision, HSA/FSA, Life and AD&D coverage, and more. EAP, travel assistance, and identify theft included. Required Experience and Competencies. High school diploma or GED equivalent required.