Executive Assistant/Administration Coordinator

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The incumbent will have administrative responsibility and oversight of the day-to-day operations of the CEO/President. Will independently perform a wide range of administrative duties, support, and completion of special projects. Will be trusted with matters of important significance for WVU Medicine Hospitals.

MINIMUM QUALIFICATIONS

EDUCATION, CERTIFICATION, EXPERINECE, AND/OR LICENSURE

High School Diploma or Equivalent AND Six years of high-level administrative experience OR

Associate degree AND Four years of high-level administrative experience OR

Bachelor’s Degree AND Two years of high-level administrative experience.

EXPERIENCE

Prior experience working independently with minimal supervision. Proven ability to make independent decisions using discretion and judgment with respect to matters of important significance.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

Provide exceptional comprehensive support to the President/CEO, including: scheduling of meetings, preparing and processing all correspondence, answering and screening calls, and maintaining all files. Serves as first point of contact for the President/CEO with national professional organization activities. Coordinate complex travel arrangements as needed and arrange for special travel requirements. Assist the President/CEO with national, state and local governmental affair matters, including document preparation, meeting coordination and problem solving. Promotes and maintains effective communication both written and orally with and between local, state and national government officials. Assist the President/CEO with the composition and content of regular updates to all hospital employees. Coordinates regular Executive Leadership Team (ELT) meetings to include completing agendas, taking notes, and distributing and monitoring follow-up items needing to be completed. Develops, maintains, and coordinates departmental leadership rounding assignments and tracking report of necessary “to do” items for rounding assignments. Works closely with the Quality and Patient Relations Departments to develop and produce ongoing reports as requested by the President/CEO. Organizes and implements employee engagement and recognition activities in partnership with the Bravo! team. Plans, organizes, and facilitates special events including retreats, seminars, holiday events, state of the union addresses, , workshops and conferences. Participates as appropriate. Solicits and engages volunteers and planning committees for special programs and projects as necessary. Provides support and coordination of Hospital Board relations. Assists in the completion of other state and federal licenses as appropriate. Maintains appropriate writer, reviewer and approval roles within PolicyTech for WVUH administrative policies. Payroll timekeeper for Hospital Administration Executives. Maintains record keeping and coding of credit card transactions for President/CEO. Reviews and approves Foundation invoices through ChromeRiver. Provides high level administrative support, organization, time management, and task management. Coordinate annual executive self-evaluations with the President/CEO. Ensuring the annual evaluation form is relevant and submitted to and received from executives in a timely manner. Coordinator will prepare bonus letters and schedule individual review meetings. Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data, and materials for emails, newsletters, presentations and reports. Participates in/on a variety of meetings, committees, task forces, and/or related groups. Collects agenda items, prepares agenda and composes minutes as requested. Provides budget recommendation for matters directly related to the President & CEO. Maintains the confidentiality of patient and Hospital information. Supports the other administrative professionals in the office suite as needed.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to sit for long periods of time Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Standard office environment.

SKILLS AND ABILITIES

Strong computer skills, including proficiency in Microsoft Office. Must demonstrate excellent interpersonal and communication skills. Strong organizational skills. Ability to problem solve and make appropriate decisions.

Additional Job Description

Scheduled Weekly Hours

40

Shift

Exempt/Non-Exempt

United States of America (Exempt)

Company

PCH Princeton Community Hospital

Cost Center

500 PCH Administration

Address

122 12th Street

Princeton

West Virginia