Executive Assistant to VP, Healthcare Operations

Kaweah Health; Visalia (CA); On-site; USD 46,000 - 69,000; Full time

Benefits offered by this job

Full-Time Benefit Eligible

Job summary

Kaweah Health is seeking an executive assistant to provide administrative support to the Vice President. You will draft memos, manage schedules, coordinate meetings, and handle confidential information across departments.

The role requires at least three years in a secretarial position (preferably healthcare) and proficiency in MS Word and Excel. Strong organizational and communication skills are essential for success.

Qualifications

• High School diploma or equivalent with emphasis in business courses.
• Three years experience in a secretarial position, preferably in health care field.
• Proficient in MS Word and Excel
• Excellent organizational, analytical, planning, and communication skills.

Responsibilities

• Provides administrative/executive support to the VP. Drafts memos, letters, policies, and procedures as assigned. Plans for meetings taking minutes and handling normal distributions. Orders and maintains office supplies. Assists in the preparation, coordination and completion of PFP’s for direct reports. May edit Kronos/Payroll data for all VP direct reports as assigned.
• Monitors the VP’s calendar, arranges meetings to provide the best timing and location. Analyzes the need for the VP attendance at meetings based on topic and other obligations. Suggests alternatives if VP attendance is not critical. Manages the calendar based on deadlines and workload of the VP for the day. Knows when to call a VP from a meeting to handle more pressing issues.
• Independently controls calls. If VP is busy always asks "what can I do to help". Responds to needs of board members, physicians, donors, VP’s and others. Alerts VP’s when appropriate.
• Handles day-to-day operations in absence of VP. Always respect the nature of the confidentiality. Requires discreet and confidential handling of situations.
• Reads incoming mail to determine how it should be handled taking care of the more routine issues. Alerts VP regarding any correspondence from government entities, such as CMS, DHS and OSHPD. Assures timely responses.
• Acts as department liaison for division directors, managers, staff, bankers and others. Helps to resolve issues between staff and management. Provides counsel to staff on how to handle their issues.
• Prepares and maintains department information, databases and statistics. Provides analysis of reports, providing necessary follow-through including obtaining further clarification and data as needed. Conducts audits to assure compliance with processes. Alerts VP to potential concerns. Provides budget analysis assistance as assigned.
• Handles complaints from patients, physicians or others. Knows when to get the VP or others involved.
• May plan special events handling all details. May manage special programs.
• May be assigned to act as lead person for clerical staff or to obtain and coordinate volunteers.
• Negotiates contracts as assigned. May negotiate case rates with health plans and other payers as assigned.

Skills

MS Word

Excel

Organizational skills

Communication skills

Education

High School diploma or equivalent with emphasis in business courses

Tools

Kronos Payroll

Job description

Kaweah Health is seeking an executive assistant to provide administrative support to the Vice President. You will draft memos, manage schedules, coordinate meetings, and handle confidential information across departments.

The role requires at least three years in a secretarial position (preferably healthcare) and proficiency in MS Word and Excel. Strong organizational and communication skills are essential for success.