Executive Administrative Assistant

Bassett Healthcare Network; Town of Herkimer (NY); On-site; USD 37,000 - 43,000; Full time

Benefits offered by this job

Paid time off

Medical, dental and vision insurance

Life insurance

Retirement benefits

Job summary

Bassett Healthcare Network is seeking an Executive Administrative Assistant to provide clerical support to the CEO and administrative staff at our New York location.

The role includes acting as Recording Secretary for Board meetings, preparing minutes, coordinating licensing and credentialing tasks, and maintaining confidential information in accordance with HIPAA/HIV regulations. Strong MS Office skills and healthcare office experience are required.

Qualifications

• High School or GED, required.
• Graduate of an accredited secretarial school, required.
• Minimum 2 years secretarial or administrative assistant experience, preferably in health care or professional office environment, required.
• Proficient in Microsoft Office applications such as Word, Excel, PowerPoint, required.

Responsibilities

• Attend all regular and special Board of Directors meetings and serve as Recording Secretary.
• Prepare Department head meetings and record and transcribe minutes.
• Prepare annual Facility Survey Report and ensure licenses are current for survey purposes.
• Plan and coordinate Service Awards Program and related celebrations; arrange vendor prizes and send thank you notes.

Skills

Attention to Detail

Communication

Computer Skills

Customer Service

Listening

Reliability

Resourcefulness

Time Management

Education

High School or GED

Secretarial school graduate

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The best thing about this role

Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

What you'll do

The primary purpose of the Executive Administrative Assistant is to provide clerical duties to the CEO and other administrative staff.

• Attend all regular and special Board of Directors meetings and serve as Recording Secretary. Handle all correspondence to the Board, as directed by the CEO/Administrator
• Prepare Department head meetings and record and transcribe minutes
• Prepare annual Facility Survey Report in anticipation of Department of Health Annual Survey; assure that all licenses of professional staff are current for survey purposes
• Plan and coordinate all aspects of the Service Awards Program for staffing in combination with the annual Christmas Party. Assure that the staff will receive the designated year pin/service award; arrangement purchase of the Employee of the Year charm; solicit door prizes from vendors to be presented at the Christmas Party. Responsible to send a thank you note to each vendor for the donation received
• Write letters to physicians and other providers who apply for privileges on the Medical Staff at VHS and provide the necessary attachments to initiate the process, which includes a copy of the Medical Staff application, Medical Staff Bylaws, Statement of Health Status form (to be completed the applicant’s personal physician) and an acknowledgement Statement (which grants temporary privileges to a provider, when approved by the CEO/Administrator)
• When the medical staff application is returned for review, it is sent to the Medical Director for approval and then to the Board of Director their next regularly scheduled meeting. When approved, the Executive secretary will prepare the notification from the CEO to be sent to the applicant. Executive Secretary is also responsible for annual re-credentialing of physicians and is responsible for checking whether the physicians, vendors and contractor are listed on the OIG web site
• In the absence of the CEO, CFO and Director Nursing, make decisions on minor administrative matters of channel the problem to the appropriate personnel
• Develop and maintain an excellent working rapport with all personnel in departments within the facility to assure that administrative services and activities may be properly maintained to meet the needs of the facility
• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility
• Maintain policy and procedure manuals of all departments
• Act as telephone operator as needed
• Maintain office machines and schedule services calls as needed for copier and fax machines. Order supplies as needed
• Open daily mail and deliver to mailboxes in the copier room; record the number of checks and amounts received and deliver to the Business Office
• Sort residents mail and have ready for distribution by Ward Clerk
• Maintain a list of addresses for family contacts, volunteers, medical staff, etc. and provide lists to various departments when requested
• Type purchase orders for various departments as requested. Assure that payments get mailed in a timely manner/or have available when a service is provided at VHS
• Arrange seminar attendance for staff including reserving the company vehicle if needed, hotel arrangements and confirming reservations
• Schedule annual Valley Health Development Corporation meeting (prior to May 15th); attend meeting as Recording Secretary; obtain a signed 990 form (form must be signed prior to May 15); Assure the appointed term of each officer is renewed in a timely manner as the appointment of officer are made by the Mayor of Herkimer on 3-year intervals
• Responsible maintaining NYS Notary license for notarizing documents as needed
• Contact Wells Communication for repairs/return of all facility beepers
• Responsible for telephone system in-house repairs to individual extensions, programs all change and troubleshoot the telephone system on the computer in the telephone room on Ground Floor; order telephone replacements and necessary parts for system as needed; train personnel as requested; update and distribute the telephone extension listing to all necessary areas
• Attend all required in-services and follow department and facility policies and procedures including the use of personal protective equipment
• Maintain CONFIDENTIALITY of all pertinent resident care and employee information and follow HIPA and HIV regulations

What we need from you

Education:

• High School or GED, required
• Must be a graduate of an accredited secretarial school, required

Experience:

• Minimum 2 years Secretarial or administrative assistant experience, preferably in health care, legal services or professional office environment, required
• Proficient in Microsoft Office applications such as Word, Excel, Power Point, required

Skills:

• Attention to Detail
• Communication
• Computer Skills
• Customer Service
• Listening
• Reliability
• Resourcefulness
• Time Management

Physical Requirements:

• Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met
• Occasional crouching, grasping, kneeling, lifting, pulling, pushing, reaching, stooping, visual acuity (color, depth, perception)
• Frequent typing/clerical/dexterity, hearing, repetitive motion, standing
• Constant seeing/monitor/computer use

Travel:

• No travel required

Total Rewards

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match
• And more!

Specific benefit offerings may vary by location and/or position.

Pay Range

Salary is based on a variety of factors, including, but not limited to, qualifications, experience, education, licenses, specialty, training, and fair market evaluation based on industry standards. The above compensation range represents a good faith belief of the compensation range by Bassett Healthcare Network, and its entities and affiliates, at the time of this posting or advertisement.

Pay Range Minimum:

USD $26.61/Hr.

Pay Range Maximum:

USD $31.48/Hr.

We love the difference people bring

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.