Executive Assistant Full Time Days

Position Accountabilities: The following are essential job accountabilities: 

1. Management of the Administration Office, overseeing routine and special project assignments, and providing administrative support to the Chief Executive Officer and members of the Administration team. This includes handling of correspondence, communication and interactions in a prompt and professional manner, providing assistance and resolution of issues. 
2. Supervise administrative support staff effectively providing direction and responsibility to ensure the smooth operation of the Administration department.
3. Provides timely performance reviews, coaching and advising as needed. 
4. Attends and prepares material for JV Board and Hospital Governing Board and committee meetings, composes minutes, reports, legal documents, correspondence and sets up AV equipment, polycom, WebEx when needed 
5. Track Governing Board Terms and process yearly renewals, complete and submit RFAs and compliance paperwork all required before new term starts. 
6. Help CEO with Annual AHA hospital survey by gathering reports from various departments and submitting electronic survey paperwork in a timely fashion. 
7. Attends and writes minutes for other hospital leadership meetings including Environment of Care, Nursing Leadership, Hospital Administrative Leadership meetings etc. 
8. Collects appropriate information and develops monthly corporate legal compliance report, and the monthly and quarterly hospital operations reports for transmitting to Corporate in a timely manner. 
9. Maintains appropriate and adequate levels of department/office supplies and materials, overseeing cost containment measures to reduce departmental expense
10. Review of invoices/bills, routing for appropriate approvals, and develops approval documentation (physician directorship logs) for signatures. 
11. Handles all administrative and personnel information in a confidential and private manner. Performs work in an honest and ethical manner with sensitivity to those affected by the decisions made. 
12. Contributes to administrative team effort by assisting co-workers as needed. Coordinates schedules with other administrative team support staff to assure adequate coverage of administrative needs. Strives to create a work environment optimizing individual contributions to greatest organizational benefit. 
13. Responsible for verifying department payroll, submitting MTO requests and distributing payroll to department members. 
14. Attends educational programs/seminars/inservices appropriate to position and scope of services provided to the organization. 
15. Demonstrates initiative and creativity in handling assigned work. Uses appropriate judgment and decision-making within the scope of position, utilizing appropriate chain of command when warranted. 
16. Provides Notary Public service as a commissioned Notary Public on behalf of the hospital, ensuring compliance with State regulations. 
17. Physician Management Database and Physician Expense Allocation Log report via eTenet. Reconcile, key entry and tracking of all non-monetary compensation and monetary value of gifts for each physician on staff at SRRMC, e.g., business meals, holiday events, etc, paid by the hospital. 
18. Patient satisfaction and patient complaints. Act as hospital representative and liaison in receiving complaints and commendations by patients and family members; document and monitor follow-up with appropriate staff and departments to ensure resolution as appropriate. 
19. Renew general acute care licenses with CDPH and business licenses with the city on an annual basis. 
20. Manages hospital campus Mail Room Department overseeing courier services, courier car registration, mail distribution, staff coverage, develop new programs and systems and ensure cost containment. 
21. Completes educational modules and other required hospital education by the due date. 
22. Adheres to SRRMC Behavior Standards. 
23. Complies with San Ramon Regional Medical Center Policies/Procedures protecting patient information and the confidentiality of the information in accordance with the Federal and State regulations 
24. Submits Concur expenses, tracking, collecting and submitting for Executive Staff twice a month 
25. Assist with planning hospital-wide and administrative events 
26. Maintain multiple daily calendars for the Executive Team and prioritize appropriately with good judgement. 
27. Provide executive level support in a highly confidential environment and interact with all levels of management/staff members. 
28. Greets incoming patients, guests, physicians, staff members in a friendly and professional manner. 
29. Coordinate and manage hotel and travel arrangements for members of the Executive team, department Directors and job candidates as needed

Minimum Education: 

• High school diploma or equivalent 
• Bachelor’s Degree in a health care related field preferred 

Minimum Experience/Skills: 

• Previous experience as an Executive Assistant 
• Typing speed of 70 wpm 
• Proficiency with Microsoft Word 
• Familiarity with Microsoft Excel, Powerpoint, Outlook, and PDF Converter Software
• Knowledge of office equipment including computers and computer software
• Previous experience in JCAHO/CDPH surveys desirable

Licenses/Certificates/Credentials: 

• Current Commissioned Notary Public (or must obtain within six (6) months of hire/ transfer). Certification must be maintained throughout employment. 

Physical Demands: 

• Per Job Functional Match description. Sitting for long periods of time. 

Vision Requirements: Sufficient perceptive acuity (vision and hearing) to perform all the related duties of the position 

Working Conditions: 

• May be exposed to the risk of contagious and bloodborne diseases 
• Subject to varying and unpredictable situations 
• Exposure to unpleasant elements (accidents, injuries, illness) 
• Emergency and crisis situations 
• Subject to irregular hours 
• Occasional to frequent pressure due to multiple calls, inquiries, tasks and competing priorities 
• Potential exposure to radiation hazards, radioactive substances and biohazard material

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Tenet complies with federal, state, and/or local laws regarding mandatory vaccination of its workforce. If you are offered this position and must be vaccinated under any applicable law, you will be required to show proof of full vaccination or obtain an approval of a religious or medical exemption prior to your start date. If you receive an exemption from the vaccination requirement, you will be required to submit to regular testing in accordance with the law.