ADMINISTRATIVE ASSISTANT

Position Title: Administrative Assistant

Status: Non-Exempt

Department: Administrative

Supervisor: Executive Assistant

Hours: Full-time

PRIMARY PURPOSE

The Administrative Assistant provides administrative and secretarial support to Executive Leadership and supports the work efforts of the Executive Assistant.

ESSENTIAL FUNCTIONS

• Assist the Chief Clinical Officer (CCO)/Chief Medical Officer (CMO) to manage their administrative schedule; and arrange meetings internally and externally as directed.
• Schedule provider and site meetings for clinical and other leaders as requested.
• Develop and manage materials for regularly occurring provider and site meetings, assuring each party has adequate notice.
• Take and produce minutes from provider and site meetings in a timely manner
• Use Board Effect where appropriate to upload meeting materials, or otherwise distribute materials to participants.
• Attend and prepare Safety Team and Core CQI meeting minutes in a timely manner; assist with handouts, scheduling of meetings and preparing agenda.
• Prepare and submit the monthly provider on-call schedule, once reviewed by the CCO/CMO and Dental Director. Distribute to providers and/or upload to company intranet.
• Revise provider on call schedule when necessary or directed.
• Assist the CCO/CMO to manage and coordinate student requests and rotations, including through the Ohio Primary Care Workforce Initiative (OPCWI) as follows:
  • interact with students’ affiliated schools and hospitals to process student requests, confirm student rotation schedules and act as a liaison for the CCO/CMO when requested
  • prepare student rotation schedule and orientation packets
  • conduct student orientation
  • obtain information from students as needed
  • run exclusions for all students
  • maintain CNP and medical school student records
  • prepare and submit quarterly OPCWI reports
  • assist students to complete online OPCWI evaluations regarding their experience at LCH&D.
• Serve as liaison to Firelands Residency Program and NEOMed, arranging onsite rotations for selected residents and students.
• Collect, verify, and maintain independent contractor timesheets each month and upon approval by the CCO/CMO forward them to the Accounting Associate for payment.
• Assist the Executive Assistant as needed, including with postage and outgoing mail, and setting up for Board of Director Meetings.
• Provide back-up support to Executive Assistant for scheduling and taking minutes at Board of Director meetings, and for Board communication as requested by CEO.
• Enter provider credentialing and privileging data using Modio software.
• As requested, provide administrative assistance to the President and Chief Executive Officer, Director of Human Resources, Chief Financial Officer, Chief Operations Officer, Dental Director, Director of Behavioral Health and Director of Quality Management
• Serve as receptionist for 5th Floor guests
• Serve as liaison to area elementary and middle schools for School-based Dental Sealant program, working closely with the Dental Director.
• Make photocopies, send mail and e-mails, scan documents and perform other clerical functions as necessary.
• Maintain office supply inventory for Executive Offices supplies; reorder timely to replenish
• Maintain accurate records.
• Comply with HIPAA guidelines as all times
• Must maintain infection control standards at all times per organization policy.
• Must have knowledge of the LCH&D Continuous Quality Improvement Plan.
• Deliver care and services in accordance with the organization’s philosophy of “partnership” with patients and integration of the organizations values of Respect, Quality, Compassion and Hope.
• Provide input and recommendations to enhance the growth and success of the organization.
• Make every attempt to meet daily goals and objectives as defined by the organization.
• Assume all other reasonable duties and responsibilities as directed by the organization's leadership.
• It is the responsibility of every employee to ensure that executive management is made aware of any issues that could negatively impact the organization or its relationships with patients, and the community. Also to report any and all violations and infractions against the organization's vision, mission, and values.

EDUCATION AND CERTFICATION REQUIREMENTS

• Associate’s degree in business and/ or equivalent in business/ secretarial competence gained from three or more years of experience as an Administrative or Executive Assistant to a high-level executive.

SKILL AND EXPERIENCE REQUIREMENTS

• Prior administrative experience in a non-profit community healthcare environment is preferred.
• Must have valid driver’s license and satisfactory driving record.
• Must have the ability to represent the organization professionally at all times.
• Strong computer skills with proficiencies in Microsoft Office.
• Ability to be responsive in working with a culturally-diverse patient population.
• Must have excellent listening and communication skills.
• Ability to independently coordinate multiple tasks.
• Ability to work cooperatively with others.

PUBLIC AND PROFESSIONAL ACTIVITES

• Local travel required.
• Attend relevant professional activities such as organization sponsored events as needed.
• Attend trainings and seminars as directed.
• Attend meetings as directed.

PHYSICAL DEMANDS

• Extensive use of computer and telephone.
• Some lifting of supplies and equipment up to 50 lbs.
• 20% walking or standing, 80% sitting at a desk.
• Category III re: exposure to blood, bodily fluids, and communicable diseases.

BENEFITS

• Excellent Training and Orientation Program
• Paid Holidays
• Generous Paid Time Off (PTO)
• Health, Dental, and Vision Insurance
• Prescription Coverage
• Employer Paid Life Insurance
• Employer Paid Short- and Long-Term Disability
• 401(k) Retirement Plan
• Giving back, outreach, and true advocacy to the patient community we serve.

Equal Opportunity Employer