Love what you do; Love where you live
The Executive Assistant has the primary duty of providing administrative support for divisional operations; exercising discretion and independent judgment (with effective use of leadership resources) through thoughtfully anticipated scheduling, organizing, communicating and project coordination.
Required Behaviors:
• As you go about fulfilling this mission, your work habits and work relationships should embody SJRMC's values. These values are our culture, our identity as an organization: Sacred Trust, Personal Reverence, Thoughtful Anticipation, Team Accountability and Creative Vitality ask more of us than merely completing some list of tasks. Our values ask for a deeper level of commitment, and what is asked of us we freely give because we believe in our mission.
Required Qualifications:
• Five (5) years Executive Assistant/Administrative experience
• Extensive knowledge of Windows-based software with emphasis on Word, PowerPoint, Excel and Outlook
• Superior writing skills, interpersonal communication skills, and organization skills
• Creative, self-directed, detail-oriented, and devoted to accuracy
Preferred Qualifications:
• Certified Administrative Professional (CAP), Organizational Management (OM), Microsoft Office Specialist (MOS) certifications
• Bachelors or Associates Degree
• Experience in healthcare
Duties and Responsibilities:
• Coordinate meeting schedules
• Attend meetings as requested; prepare materials, set-up, and closure
• Take, transcribe, file, and distribute minutes (in a timely manner)
• Maintains knowledge of DNV/ISO regulations requirements for the hospital
• Maintains up-to-date standards and knowledge of administrative procedures and healthcare issues through review of accurate publications, workshops/seminars, and participation in professional associations
• Provides the necessary resources to run the day-to-day activities of Administration to ensure efficient workflow and operation.
• Exercise discretion and independent judgment with respect to matters of significance (i.e. physician
issues, management issues, other highly confidential issues you are aware of in the position)
• Must be able to represent SJRMC in handling complaints/grievances if the patient relations department is unavailable
• Must be able to investigate and resolve matters of significance on behalf of management
• Compare and evaluate possible courses of conduct and act or make a decision after various possibilities have been considered. You must also be able to make an independent choice, from immediate direction or supervision (this does not mean you have unlimited authority).
• Have the authority to formulate, affect, interpret, or implement policies or operational practices
• Provides coverage of the Administration Office
• Makes arrangements for special hospital functions and meeting involving: SJRMC Board, hospital staff, public representatives, and attendance when needed at said functions to ensure efficiency
• Communicate effectively with Executive Assistants to the President/CEO, Senior Leadership, and other administrative staff to assist in daily operations
• Recommends office changes and gives input as to process effectiveness and method
• Purchases and procures supplies, office equipment, and makes recommendations regarding software use
• Has the authority to arrange approved travel for respective divisions (following hospital guidelines)
• Conducts research applicable to projects: resolving grievances, and handling complaints/issues that affect business operations
• Participates in planning (long or short-term) strategic planning goals and objectives
• Participates in writing policies, procedures, and guidelines
• Writes reports, legal documents, and other confidential written communications (for respective Vice Presidents)
• Conducts budgeting and auditing functions
• Each employee is responsible for implementing SJRMC’s Service Standards into their daily work:
Safety, Courtesy, Effectiveness, and Stewardship
• Other duties as assigned
Physical Demands and Environmental Work Conditions:
• Fast-paced environment
• High level of activity with many interruptions
• Work outside normal office hours
• Minimum lifting
• Sitting for extended periods of time
• Extensive use of a computer (data entry and writing)
• Extensive use of a telephone
San Juan Regional Medical Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
