Executive Assistant

Join The University of Kansas Health System St. Francis Campus team as an Executive Assistant!

Advancing Healthcare Together - The Future of Healthcare is in Topeka, Kansas

The University of Kansas Health System St. Francis Campus (St. Francis Campus) is proud to be a part of a long legacy of high quality, compassionate care. St. Francis Campus began serving its community in 1909 as the mission of a group of Catholic nuns who rose up to meet a need. Today, St. Francis Campus has 378 licensed inpatient beds, 14 primary and specialty care clinic locations, and a history of technological advancements and dedicated staff. The St. Francis Campus also includes Tallgrass Surgical Center. Tallgrass Surgical Center is a freestanding multi-specialty ambulatory surgery center that houses three operating rooms and one procedure room.

St. Francis Campus is jointly owned by The University of Kansas Health System and Ardent Health Services.

POSITION SUMMARY

The University of Kansas Health System, St. Francis Campus is seeking a dynamic and dedicated Executive Assistant who reports directly to the CEO.

This position manages all aspects of support for the President/CEO, CFO, and CNO. Responsibilities include creating and coordinating documents and records, meeting schedules, minutes for defined groups, while delivering quality customer service, and using highly effective communication skills. Responsible for the planning, organizing, and developing the Administrative work and communication flow within the department. Assists in the research and information gathering needed as well as participates in special projects. Administers the Contract Management system. Supervises the duties of other administrative executive assistant(s).

• Maintains files and records in an accurate and timely manner for ease in retrieval by CEO, Vice Presidents, Board members, JV Board Members, Joint Commission officials and government representatives.
• Answers incoming calls and obtains adequate information to respond appropriately to all and directs the caller to the appropriate individual responsible for follow-through. Utilizes good customer relations skills at all times.
• Handles complaint calls with fact and diplomacy. Uses initiative and good judgement to evaluate and refer calls/visitors to the proper party for resolution, to ensure the problem is handled expeditiously.
• Demonstrates proficiency in using Microsoft Scheduler for President/CEO, COO to schedule meetings with Physicians, Directors, Committees and Boards. Coordinates and prioritizes meetings and events, and maintains accurate and up to date schedules. Maintains schedule of the CEO, COO and communicates and obtains relevant information for meetings.
• Relies on a broad scope of knowledge regarding hospital operational/interpersonal relationships to demonstrate good judgment in work prioritization, decision-making and communication. Seeks out opportunities to broaden scope of knowledge for improvement.

• Establish and maintain a cooperative and productive working relationship with internal and external customers, responding actively and with sensitivity to needs.
• Clearly and respectfully communicates relevant information to all internal and external customers to establish respect for St. Francis campus.
• Takes initiative and solves problems when appropriate, even when the problem is outside of his/her primary area of responsibility.
• Supports new ideas and changes that promote the growth of the organization by modeling positive behavior in the presence of others.
• Receives visitors, customers and clients graciously and solves problems or questions efficiently.

• Manages and Coordinates routine and assigned special projects performing all tasks on time and without reminders. Ensures for each project that a project plan is developed, including a timeline, in collaboration with the CEO, CFO, and CNO. Routinely provides updates regarding progress of project, problem solving to identify solutions.
• Composes correspondence and meeting agendas ensuring that all identified topics are included.
• Takes and transcribes minutes in an accurate and timely fashion using grammatically accurate formats. Reviews and processes minutes to anticipate follow up actions.
• Demonstrates good judgment in identifying appropriate set up for meetings including any food service, audio-visual or other special equipment needs. Makes recommendations to CEO, CFO, CNO or designee regarding meeting set ups. Follow up in a timely manner to ensure accuracy and initiates corrective action to ensure meeting start times are not delayed.
• Maintains and coordinates schedule/ Calendar. Manages American Express Corporate Charge Accounts of President/CEO, CFO, CNO and by preparing online expense reports.

• Using all available resources, proactively seeks out information and prepares materials in anticipation of the needs of the CEO and others being supported to ensure follow up.
• Anticipates potential problems/conflicts and implements appropriate preventative measure in a timely manner. After exhausting all available resources, informs CEO, or others of barriers and seeks guidance in a timely manner to achieve resolution.
• Completes typing or data entry projects on time with accuracy, correcting grammar or spelling within text as necessary. Completes typing projects so that they are visually appealing. Allows for timely review prior to distribution. Distributes copies as required and maintains file copies.
• Assure the CEO's calendar is kept current with all appropriate meetings and events. Maintain awareness of CEO, CFO, and CNO schedule and agenda so that pertinent documents are prepared in advance of meetings.
• Completes all required mandatory's and competencies within the one year timeframe specified.

• Works independently and prepares monthly Board of Directors' Meeting agendas; including supporting documents; and assemble Board information. Distributes Board information for monthly meetings, ensuring deadlines are met and materials are well-organized, concise, and understandable. Ensures proper documents are loaded onto Directors desk.
• Manages and organizes all aspects of Board committee meetings, including scheduling, notification, agenda, etc.
• Ensures communication with all Board members is handles properly, professionally, and efficiently. Composes correspondence and documents for Board members' use and information.
• Arranges and attends all board meetings, records minutes, prepares resolutions, and ensures all paperwork is in compliance with Board protocol.
• Handles arrangements for special Board meetings, educational events, and travel, ensuring logistics and details are planned, discussed, and conveyed to members and others involved.
• Organizes and schedules all New Board Member Orientation.

• Provide relief executive assistant support to executive office staff in the absence of other Executive assistants.
• Maintain acceptable levels of office supplies to facilitate efficiency in the use of time and resources including the needs of special/major projects.
• Conducts all business with the confidentiality required by the office and the President/CEO, CFO, and CNO.

• Coaches, mentors, and provides guidance and direction to administrative assistants to ensure successful job outcomes.
• Conducts all business with the confidentiality required by the office and the President/CEO, CFO, and CNO.
• Responsible for ensuring the PMI's and performance evaluations provide meaningful feedback to staff and are completed in accordance with organizational policy.

Experience:

• 3 years Administrative Assistant experience required

Education/Certification:

• College Degree preferred

Knowledge, Skills, and Abilities:

• Typing skills of 60 wpm without error preferred.
• High degree of written and oral communication skills as well as strong interpersonal skills to relate effectively with patients, visitors, physicians, board members and community leaders and to handle sensitive and confidential situations.
• Computer applications including word processing, spreadsheets, tables, charts and graphs.