Executive Administrative Assistant

Star Valley Health; Afton (WY); On-site; USD 40,000 - 56,000; Full time

Job summary

Star Valley Health is seeking an experienced administrative professional to support the Administration Team and department leaders. This role involves coordinating meetings, handling confidential information, preparing reports, and aiding with patient experience activities.

The position requires strong organizational skills, proficiency with office software, and a willingness to learn new systems to support quality initiatives and effective communication across teams.

Qualifications

• Associates degree or two+ years general office experience.
• Healthcare quality, quality improvement, or patient experience experience preferred.
• High School graduate or GED equivalent.
• Possession of a valid driver’s license with ability to travel on work assignments.

Responsibilities

• Provides full administrative support to the Administration Team and assists department directors as needed.
• Performs highly responsible, complex, and confidential administrative functions requiring independent judgment and discretion.
• Organizes internal and external meetings; coordinates agendas, materials, presentations, minutes, and follow-up activities.

Skills

Administrative support

Office software

Data entry

Communication

Customer service

HIPAA awareness

Education

Associates degree or 2+ years general office experience

High School diploma or GED

Tools

Qualtrics

Midas

Policy Manager

Microsoft Office

Job description

Description

Summary

While upholding the Star Valley Health mission, vision, and values, this key position is crucial in supporting the administrative operations of Star Valley Health and selected quality and patient experience functions. This position provides high-level administrative support to the Administration Team and department directors of SV Health while also assisting with the coordination and routing of quality-related information, event reports, patient concerns, surveys, dashboards, and other assigned quality activities. General duties include, but are not limited to, correspondence, presentations, travel expense support, assistance to department directors, meeting minutes, customer interaction, quality support, survey and dashboard creation, event and concern routing, and occasional assistance with patient and family complaints. This is an 'at will' position

Job Duties

• Provides full administrative support to the Administration Team and assists department directors as needed.
• Performs highly responsible, complex, and confidential administrative functions requiring independent judgment, initiative, discretion, and sound decision-making.
• Organizes internal and external meetings; coordinates agendas, materials, presentations, minutes, transcriptions, and follow-up activities.
• Assists with answering telephones, screening and directing office callers, scheduling appointments, correspondence, agendas, memoranda, reports, and other administrative documents.
• Cross-trains and provides clerical support within the administrative suite as needed.
• Maintains and follows through with federal and state required information and deadlines in a timely manner.
• Maintains confidentiality and appropriately handles sensitive patient, employee, quality, legal, and organizational information in compliance with HIPPA, organizational policies, and applicable regulations.
• Serves as a liaison between Administration, departments, patrons, organizations, and the community.
• Assists with organizational events, including occasional off-campus activities, evening meetings, or irregular working hours.
• Provides Facilities Management assistance through applicable record-keeping software.
• Assists with entering and maintaining Policies and Procedures in the Intranet and/or applicable policy management systems.
• Assists with quality and patient experience activities by receiving, reviewing, documenting, and appropriately routing event reports, concerns, and other quality-related information to the appropriate department director or leader for follow-up.
• Assists with the intake, documentation, coordination, and appropriate routing of patient and family complaints or concerns while maintaining professionalism, empathy, confidentiality, and excellent customer service.
• Assists in the coordination and administration of patient, employee, and organizational surveys, including creating, distributing, monitoring, and reporting survey results.
• Creates and maintains dashboards, reports, spreadsheets, presentations, and other data displays to support quality improvement, patient experience, and organizational initiatives.
• Utilizes and becomes proficient in organizational software platforms and systems supporting administrative and quality functions, including but not limited to Qualtrics, Midas, Policy Manager, and other current or future systems.
• Understands the structure and operation of the organization and its departments in order to effectively coordinate and complete assigned tasks.
• Manages changing priorities and an extensive workload with minimal supervision while maintaining accuracy, professionalism, confidentiality, and established deadlines.
• Maintains a positive, collaborative, and professional approach when working with patients, families, employees, leadership, and community members.
• May be required to work extended hours or support organizational activities outside normal business hours to meet operational needs and deadlines.
• Performs additional duties as assigned by the CEO, Leadership, or Executive Assistant

Requirements

Abilities & Skills

• Demonstrates strong technological aptitude and the ability to quickly learn and effectively navigate new software platforms and systems. Independently develops surveys, dashboards, reports, and other resources using applicable technology platforms.
• Strong organizational, multitasking, prioritization, analytical, and problem-solving skills with the ability to adapt to changing priorities and deadlines.
• Exceptional attention to detail with strong proofreading, editing, grammar, punctuation, spelling, and business writing skills.
• Excellent professional oral and written communication skills with the ability to exercise sound judgment and discretion.
• Strong customer service skills with the ability to communicate effectively and respectfully with individuals at all levels, including patients, families, employees, leadership, visitors, and community members.
• Working knowledge of medical terminology and familiarity with common healthcare terminology, processes, and documentation.
• Demonstrated ability and willingness to learn and effectively use new technology platforms, software programs, and organizational systems.
• Comfortable working across multiple software platforms, including survey, event reporting, dashboard, record-keeping, document management, and policy management systems.
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Publisher, and general Internet applications.
• Ability to organize, interpret, and present information clearly through reports, dashboards, spreadsheets, presentations, and other communication tools
• Ability to receive information, identify the appropriate department or leader for follow-up, and ensure timely communication and routing of concerns or event-related information.
• Ability to exercise professionalism, empathy, discretion, and sound judgment when handling patient, family, employee, and organizational concerns.
• Skillful in file system creation, corporate file maintenance, record keeping, scheduling, and use of general office equipment.
• Ability to work independently with minimal supervision while maintaining accuracy, productivity, and a positive attitude.
• Ability to maintain required skills through organizational training and self-directed learning.
• Ability to manage intermittent exposure to stress resulting from human behavior and the demands of various job assignments.
• Ability to perform frequent sitting, standing, walking, pushing, pulling, bending, reaching, and computer utilization throughout the workday. Must be able to regularly lift 50 pounds or more.

Experience & Education

• Associates degree in a related field of work or two or more years general office experience, healthcare administrative experience preferred.
• Healthcare quality, quality improvement, or patient experience, experience preferred.
• High School graduate or GED equivalent
• Possession of a valid driver’s license with the ability and willingness to travel on work assignments

Note: Position descriptions are intended to serve as a guideline for typical duties and requirements of a position, but are not inclusive. Additional or different responsibilities within a reasonable scope of the position description may be added or deleted any anytime at the discretion of the Board.