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Executive Assistant, Mill Creek Medical Center, On-Call - Full-time / Part-time
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Everett, WA Everett, Washington |
About this job
Providence is calling an Executive Assistant to Providence Mill Creek Medical Center in Everett, WA.
The Executive Assistant is responsible for providing a wide range of administrative, planning, and executive level support services of a confidential nature for Providence Health & Services CEO, Director of Operations, Clinic Administrators, and Providence Support Service Managers. He or she would assist the executive team in meeting commitments across a range of goals, committees, and internal/external leadership groups.
This is an on-call, dayshift position and is not eligible for benefits. The person in this role will cover for others on vacation or other absences.
In this position you will:
* Perform a variety of complex administrative tasks to support the CEO, Operations Administrator, Clinic Administrators and Support Service managers including maintaining daily appointment calendars and scheduling meetings, gathering and collecting expense reports for proper and timely reimbursement, anticipating needs and gathering facts & information for their use in discussions & meetings with staff members and others.
* Prepare complex administrative reports, rosters and statements; perform data and/or information gathering; compute semi-complex calculations, and prepares special reports/analysis for review by appropriate personnel.
* Compose letters and memoranda from dictation, verbal direction or from knowledge of organizational policy and procedures to provide timely and accurate response and information.
* Type, proofread and edit content of correspondence, reports, documents and presentation materials using broad based software skills to ensure information is accurate and appropriately presented.
* Ensure that CEO and Operations Administrators phones are covered during normal business hours with a live voice. Facilitates satisfactory responses to inquiries.
* Coordinate meeting, travel, and/or conference arrangements and resolves conflicting demands.
* Prepare and distribute meeting notices and agendas as required, including minutes from a variety of committees.
* Update and distribute policies and procedures as required by senior leadership. Maintains up-to-date policy and procedure book for Providence Health & Services.
* Screen, direct, and respond to incoming calls and inquiries, providing information that is consistent with organizational practices and department procedures.
* Respond to routine and varied inquiries regarding department activities. Refers calls and visitors to appropriate departments to ensure timely assistance.
* Gather and compile data for senior leadership. Monitors departmental budget on behalf of management.
* Provide secretarial support to assigned committees as required by developing and distributing meeting agenda and materials, taking and transcribing minutes and notes and making room/catering arrangements.
* Coordinate special projects and activities on behalf of the department as required, exercising judgment regarding process and decisions relating to the project work.
* Maintain confidentiality of patient, employee or Service Area information at all times. Ensures all information and conversations regarding patients, employees or Service Area are secured from general public access, unless otherwise mandated.
* Participate in performance improvement activities to ensure the development and implementation of processes which support quality patient care and effective work performance.
* Participate in all staff meetings and mandatory in services and training programs to ensure continued understanding of all departmental policies, procedures and performance improvement processes.
* Perform other duties as assigned.
Required qualifications for this position include:
* High school diploma or GED with additional course work in office management and administration.
* Progressively responsible secretarial and office administration experience at the execuative level.
Preferred qualifications for this position include:
* Prior experience providing administrative support to multiple executives.
About the ministry you will serve.
Providence Medical Group is a group of primary care, specialty care and hospital-based medical providers who serve Snohomish County in more than 10 locations in scenic northwest Washington. Our providers and staff strive to create a distinctive health care experience for each patient -- one focused on trust, respect, communication and teamwork.
The Executive Assistant is responsible for providing a wide range of administrative, planning, and executive level support services of a confidential nature for Providence Health & Services CEO, Director of Operations, Clinic Administrators, and Providence Support Service Managers. He or she would assist the executive team in meeting commitments across a range of goals, committees, and internal/external leadership groups.
This is an on-call, dayshift position and is not eligible for benefits. The person in this role will cover for others on vacation or other absences.
In this position you will:
* Perform a variety of complex administrative tasks to support the CEO, Operations Administrator, Clinic Administrators and Support Service managers including maintaining daily appointment calendars and scheduling meetings, gathering and collecting expense reports for proper and timely reimbursement, anticipating needs and gathering facts & information for their use in discussions & meetings with staff members and others.
* Prepare complex administrative reports, rosters and statements; perform data and/or information gathering; compute semi-complex calculations, and prepares special reports/analysis for review by appropriate personnel.
* Compose letters and memoranda from dictation, verbal direction or from knowledge of organizational policy and procedures to provide timely and accurate response and information.
* Type, proofread and edit content of correspondence, reports, documents and presentation materials using broad based software skills to ensure information is accurate and appropriately presented.
* Ensure that CEO and Operations Administrators phones are covered during normal business hours with a live voice. Facilitates satisfactory responses to inquiries.
* Coordinate meeting, travel, and/or conference arrangements and resolves conflicting demands.
* Prepare and distribute meeting notices and agendas as required, including minutes from a variety of committees.
* Update and distribute policies and procedures as required by senior leadership. Maintains up-to-date policy and procedure book for Providence Health & Services.
* Screen, direct, and respond to incoming calls and inquiries, providing information that is consistent with organizational practices and department procedures.
* Respond to routine and varied inquiries regarding department activities. Refers calls and visitors to appropriate departments to ensure timely assistance.
* Gather and compile data for senior leadership. Monitors departmental budget on behalf of management.
* Provide secretarial support to assigned committees as required by developing and distributing meeting agenda and materials, taking and transcribing minutes and notes and making room/catering arrangements.
* Coordinate special projects and activities on behalf of the department as required, exercising judgment regarding process and decisions relating to the project work.
* Maintain confidentiality of patient, employee or Service Area information at all times. Ensures all information and conversations regarding patients, employees or Service Area are secured from general public access, unless otherwise mandated.
* Participate in performance improvement activities to ensure the development and implementation of processes which support quality patient care and effective work performance.
* Participate in all staff meetings and mandatory in services and training programs to ensure continued understanding of all departmental policies, procedures and performance improvement processes.
* Perform other duties as assigned.
Required qualifications for this position include:
* High school diploma or GED with additional course work in office management and administration.
* Progressively responsible secretarial and office administration experience at the execuative level.
Preferred qualifications for this position include:
* Prior experience providing administrative support to multiple executives.
About the ministry you will serve.
Providence Medical Group is a group of primary care, specialty care and hospital-based medical providers who serve Snohomish County in more than 10 locations in scenic northwest Washington. Our providers and staff strive to create a distinctive health care experience for each patient -- one focused on trust, respect, communication and teamwork.
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