Executive Administrative Assistant

SUMMARY This position performs a variety of operational and administrative support services for the Executive Director, Administrative, Financial and Clinical Leadership. The ideal candidate will have exceptional communication and organization skills including great attention to detail.

JOB DUTIES AND RESPONSIBILITIES

• Provides support for a variety of CCHS Programs and activities as directed by the Executive Director, including maintenance of program resources, creation and/or maintenance of program related documents, contracts, spreadsheets, monitoring deadlines and completion of related reports.
• Schedules meetings and conference calls, creates calendar appointments and provides daily support for the Executive Director.
• Plans, prepares, and handles administrative aspects relating to CCHS board of director meetings, Finance Committee meetings, and other organization related meetings, including QI as needed.
• Records and transcribes minutes at CCHS board and other organization related meetings and manages follow up tasks that come out of these meetings.
• Manages WebEx, conference calling, AV equipment and other related systems for CCHS programs.
• Maintains office filing systems of correspondence, forms, reports, and other materials, including electronic data and report files.
• Handles travel and conference arrangements for CCHS Administration.
• Manages expense reimbursements for the Executive Director.
• Maintains CCHS contact listings, staff lists, emergency contacts and administrative and program distribution lists.
• May assist with writing, coordinating, compiling and proofing grant proposals and submitting progress reports as required.
• Plans, schedules and participates in meetings and conference calls as needed.
• Provides telephone support, prompt mail and fax distribution, copying and printing for CCHS staff as needed.
• Receives and screens telephone calls and visitors.
• Assure all shared office equipment is operational. Office equipment includes (but is not limited to): Copier, fax, computer equipment, telephones, etc.
• Actively participates on teams and workgroups as determined appropriate.
• Coordinates and administers the employee satisfaction program.
• Assists with posting job descriptions for open positions, scheduling interviews, preparing new hire packets and employee binders. Works with Teamwork Services, Inc. and GPCA Credentialing to coordinate documentation needs for new hires, performs debarment checks for new hires. Perform "maintenance" debarment checks for staff and contractors.
• Communicates with IT staff regarding staff IT needs and to coordinate set up of workstations, including computers and phones, for new hires and also assists with the coordination of terminations.
• Purchases and maintains office equipment and kitchen supplies as needed. Maintains adequate inventory of supplies, seeking lowest prices and environmentally friendly materials.
• Assists with office furniture purchases, and equipment leases. Assure office is maintained and repairs are made promptly. Serve as liaison with phone, fax, and copier contractors, notifying contractor of problems and arranging for maintenance and repairs.
• Assists with planning, updating and the vendor management of company websites.
• Serves as CCHS Safety Officer, including attending trainings regarding this role and communication of Emergency Plan to staff.
• Serves as lead on communication between CCHS staff and property management office, including facilities, building, and parking issues.
• Assists with office space expansion planning and office moves.
• Coordinates and completes mailings.
• Assists with coordinating staff meetings and travels to CCHS meetings as necessary.
• Assists with contractual agreements.
• Tracks log in and account information for grants and vendors.
• Tracks insurance information for vendors, contractors, auto, and CCHS.
• Assists with maintaining Corporate Compliance plan.
• Assure back up for phones, mail, etc. before any scheduled absences from the office.
• Provide high quality customer service and hospitality to CHC members, partners and the general public.
• Other duties as assigned.

QUALIFICATIONS AND JOB REQUIREMENTS

• Associate degree with two or more years of administrative and/or health care experience required.
• Bachelor's degree preferred.
• Ability to prioritize multiple tasks, work independently, and learn new skills.
• Ability to work with minimal supervision and maximum accountability.
• Attention to detail and strong organizational skills.
• Demonstrated ability to work with customer/client groups and/or experience in membership organizations.
• Relate well to the public and staff, pleasant manner in all contacts and maintains a professional demeanor.
• Strong written/verbal communication and problem solving skills.
• Ability to work as a team member and work effectively with diverse people.
• Demonstrated awareness of and value for the inclusion of cultural competence in task implementation.
• Proficiency in MS Office, including Word, Excel, Outlook, and Internet.
• Must be flexible, self-motivated, and able to prioritize multiple tasks and carry a heavy and diverse workload.
• Fluency in written and spoken English.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to sit; use hands to manipulate objects, tools or controls; reach with hands and arms; and talk and hear. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Noise level in the work environment is minimal with frequent voice and phone call noise depending on desk location.

WORKING CONDITIONS OSHA

Exposure Category #2: Potential for blood borne pathogens.

Job Type:

Full-time Pay:

From $42,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Professional development assistance Tuition reimbursement Vision insurance

Experience:

Microsoft Excel:

1 year (Preferred)

Microsoft Powerpoint:

1 year (Preferred)

Work Location:

In person