Executive Assistant

Position Summary:

The primary purpose of this position is to provide confidential, high-level administrative support to the Chief Executive Officer with some assistance to the C-Suite staff and be a liaison to the Board of Directors. This position supports through preparation and dissemination of meeting agendas, statistical reports, program reports, Leadership Team projects, and post meeting action items.

Performs administrative and clerical functions by preparing correspondence, planning/scheduling meetings (in person and virtual), conferences, and travel with an extreme level of detail, accuracy, confidentiality, and diplomacy. Coordinates the Chief Executive Officer and Chief Medical Officer’s daily calendars/schedules.

Arranges and attends meetings, e.g., Board meetings, Board committee meetings, management, and staff meetings. Prepares meeting agendas, records, and distributes meeting minutes and ensures timely follow-up of meeting action items.

Prepares various documents and handles confidential matters in accordance with HIPAA and organization’s policies & procedures.

Responsibilities:

• Provides direct executive level administrative support to the Chief Executive Officer.
• Provides administrative support to the Chief Medical Officer with scheduling meetings, agendas and clerical tasks as needed.
• Provides administrative support to the C-Suite staff as requested.
• Supports and serves as a liaison for the Board of Directors.
• Coordinates meetings. Assists and supports Board committee work by preparing and disseminating various documents, scheduling, recording and transcribing meeting minutes.
• Ensures all meeting minutes are accurately completed in a timely manner in preparation for future meeting approvals.
• Maintains and reviews all Board reports for the Board of Directors and assures that individual board files are maintained.
• Assists the Chief Executive Officer with new board orientation.
• Prepares collateral materials including Power Point and other written presentations as requested by Chief Executive Officer and Chief Medical Officer.
• Secures event space and coordinates catering for meetings and special events.
• Assists with preparation and updating policy, procedure, and protocol manuals for all departments.
• Prepares and processes customized thank you letters for foundations, donors and individual gifts to health center, and tracks donor communication. Periodically calls donors about upcoming corporate events and giving campaigns.
• Assists the leadership team with preparation for HRSA (Health Resources Services Administration) OSV (Operational Site Visits).
• Assist various departments with preparing and filing reports such as UDS (Uniform Data System), FTCA (Federal Tort Claims Act) and other Quality Improvement reports as needed.
• Assists the Marketing Department with special projects, e.g., Community Health Center Week, Advocacy, and the Employee Engagement Committee.
• Trains administrative assistants, volunteers, and administrative interns.
• Performs all other duties as requested by immediate supervisor.

Education:

Associate degree from an accredited post-secondary academic institution required with a focus in business, management, communication, social services, or public health required. Bachelor’s degree preferred. A combination of education and experience may be considered.

Experience:

Two or more years’ experience in administrative support and project management required. Previous employment in health care setting preferred, FQHC (Federally Qualified Health Center) experience is a plus.

Skills & Abilities:

• Ability to work effectively under pressure as a part of a team; interact/communicate with clarity, tact, and professionalism.
• Ability to work at a rapid pace; exercising initiative, judgment, prioritization, multitasking, problem solving and decision making.
• Ability to develop, implement, and interpret policies and procedures and effectively communicate sensitive information verbally and in writing to a diverse population.
• Ability to work a flexible schedule when needed, including occasional weekends or evenings.
• Demonstrate the commitment to advancing personal and professional knowledge through continuing education/professional development.
• Demonstrate the commitment to learn and grow in the Community Health Center arena.
• Demonstrated excellent computer skills; Microsoft Office Suite, database management, query reporting;
• Ability to work independently and with minimal supervision;

Notary Public: (If not a notary will send to notary class)

• Notarize all legal documents.
• Notarize documents for the eligibility workers as necessary.

Safety:

TAPM expects all employees to work with safety as a priority. The safety of our employees and our patients are extremely important to our organization.

Quality Improvement:

Must understand and help enforce the meaning of quality improvement:” The combined and unceasing efforts of everyone-healthcare professionals, patients, and their families, researchers, payers, planners and educators-to make the change that will lead to better patient outcomes, better system performance and better professional development.”(Batalden, 2007). Committed to promoting TAPM as a medical home and incorporating the core components of a Patient Centered Medical Home into your position on a daily basis.

1. Patient Centered
2. Comprehensive care
3. Team-based
4. Coordinated
5. Accessible
6. Focusing on Quality and Safety

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Loan Repayment Opportunities

As a Federally Qualified Health Center (FQHC), Triad Adult and Pediatric Medicine, Inc. has access to resources to assist with the repayment of federal loans if the recipient practices within one of the following disciplines:

• Family Medicine Physician (MD or DO)
• Family Nurse Practitioner (FNP)
• Pediatric Nurse Practitioner (PNP)
• Physician Assistant (PA)
• Pediatrician (MD or DO)
• LCSWs
• Nurses

National Health Service Corp program at http://nhsc.hrsa.gov/loanrepayment/