Executive Admin

Cibola Hospital; Grants (NM); On-site; USD 40,000 - 62,000; Full time

Job summary

Cibola Hospital is seeking an Executive Assistant to support the Chief Executive Officer and executive team with administrative and clerical tasks.

Responsibilities include calendar management, meeting coordination across multiple rooms, board meeting support, and travel arrangements for providers and staff. A High School diploma is required; a Bachelor's degree is preferred and prior office management experience is valued.

Qualifications

• High School Diploma or GED required.
• Bachelor degree from an accredited university in business, health care administration or similar field preferred.
• Previous office management or administrative assistant experience preferred.

Responsibilities

• Serves as primary contact for callers and visitors, screens messages and manages communications.
• Maintains CEO calendar, schedules meetings and coordinates events across multiple meeting rooms.
• Coordinates travel and lodging for providers, staff and board members; tracks expenses.
• Prepares agendas, minutes, reports and correspondence for Board and committees.

Job description

Description

Summary

Supports the Chief Executive Officer and other members of the Executive team with administrative and clerical support. Handles special assignments, communicates and coordinates with Board members, Department Directors/Managers, Medical Staff, and others.

Essential Functions

• Is the primary point of contact for callers, directing or taking appropriate messages.
• Greets, assists, and screens visitors in the administrative area.
• Maintains the calendar for the CEO, schedules meetings, appointments, and other events as required.
• Maintains calendar appointments for meetings in various meeting rooms - Board Rm, Community Rm, Nursing Conference Rm, and Education Rm at the MOB.
• Maintains the schedules (calendar) for hospital housing, as well as tracks the schedule of Cardio/ER, OB, and on-call Hospitalist providers and other on-call providers.
• Composes and prepares correspondence, reports and other documents; some of which can be confidential. Follows up for review and signature as needed. Distributes received mail to the appropriate person in the administrative area.
• Prepares agendas, notices, minutes, presentations and resolutions for the Board, Finance Improvement Committee, Performance Improvement Committee, and Leadership and Executive Team meetings. Maintains final signed copies of meeting minutes and meeting packets in the appropriate hospital computer drive.
• Arranges travel and lodging accommodations for providers, temporary employees, executive team and board members for educational and business travel. Uses the corporate credit card or other approved payment methods. Maintains accurate and complete records of charges for statement reconciliation.
• Completes and submits reimbursement requests for staff and vendors as needed. Distributes checks to staff. Processes A/P checks for mailing to vendors.
• Maintains proper levels of office supplies, prepares requisitions for replacement, ensure the board room is maintained for cleanliness, consumable supplies and water and other beverages are properly stocked.
• Orders meals, refreshments, or other arrangements for meetings and conferences as requested.
• Coordinates with the CEO to ensure the responsibilities of Board members are handled. Including, but not limited to; handling required correspondence, communicates with members to notify of meetings, trainings, or other events. Prepares the agenda and meeting packets. Attends the monthly board meetings and completes accurate meeting minutes. Responsible for the timely and proper notification of local media sources in coordination with the County Commission and County Manager.
• Understands and acts in accordance with CGH's Compliance Policy/Code of Conduct. Reports to the Compliance Coordinator any conduct or activity, either observed or made aware of, that could be considered questionable, unethical or illegal.
• Maintain the confidentiality of written, verbal, or proprietary materials related to the operations, discussion, or correspondence of the Hospital, Medical Staff, Providers, and Board of Directors.
• This list is not inclusive and there can be other duties and functions assigned within the scope of this position.

Requirements

Education and/or Experience

High School Diploma or GED Required.

Bachelor degree from an accredited university in business, health care administration or similar field preferred.

Previous office management or administrative assistant experience preferred.