Title: Executive Administrative Assistant

Job Posting

Title: Executive Administrative Assistant

Department: Administration

Reports to: President/CEO of Titusville Area Hospital

Summary

We are seeking a professional administrative assistant who will be responsible for the smooth operation of the functions of the President/CEO’s office. The successful candidate must possess a high degree of independent judgment, discretion and confidentiality and must be experienced in interacting professionally at all organizational levels and with individuals from the community.

Essential Functions

· Coordinates and maintains effective administrative office procedures and efficient work flow. Performs duties and special assignments inherent to the administrative office

· Reports and records memos and other documents as necessary and ensures they are organized, clear and in appropriate style

· Coordinates and prepares for all administrative staff, board and board committee meetings. Attends all meetings for the purpose of preparing minutes, recording attendance and doing follow-up. Some committees meet in the early morning and during evening hours

· Maintains appropriate minute books in accordance with regulatory agencies

· Provides timely notices, sets up for meetings as appropriate, prepares work plans, agendas, assembles reports and assists with completion or follow-up actions

· Produces minutes for the following meetings on a regular basis:

- Board of Directors

- Foundation Board of Directors

- Community Advisory Board

- All other committees/meetings as required

· Maintains and files minute books in a timely manner and according to appropriate office procedures

· Completes seminar reservations for CEO and Directors of the Board in a timely manner

· Attends corporate retreats and seminars as needed (this includes meetings scheduled out of town, evening meetings and an occasional weekend meeting)

· Schedules interviews for any positions that directly report to the CEO (candidates are interviewed in a timely manner and arrangements are made to accommodate them locally if applicable)

· Maintains an effective filing system including general files for Administration, department files and agreements and contracts

· Ensures that files are kept current and orderly and, when applicable, prepared for storage; retrieves files in a timely manner when requested

· Communicates in a timely and courteous manner via email, telephone and face-to-face

· Uses various pieces of equipment to produce reports

· Schedules appointments for the President/CEO and maintains a computerized schedule

· Maintains an electronic room schedule for the Boardroom and Conference Room

· Reviews non-productive time for all employees reporting to the President/CEO and prepares them for approval; completes payroll in a timely manner

· Types and prepares letters, memos and other correspondence in a professional manner

· Assists with Administrative rounding when needed

Knowledge, Skills and Abilities

· Technical computer skills using the following:

- Microsoft Office products – Outlook, Word, Excel, PowerPoint

- Graphics programs

- Meditech applications

- Printers and scanners

· Working knowledge of copiers, fax machines, audio-visual equipment and other equipment as needed for special reports and/or daily operations of the Administrative office

Education/Experience

· Must have a Bachelor’s Degree in a related field

· Minimum of three (3) years of experience as an Administrative Assistant at a senior leadership level is required

· Must have the necessary communication skills to relay messages, communicate with the public sector, diffuse situations involving angry and/or impatient customers, general public, coworkers, physicians and others

· Must have the following secretary related skills:

- Receptionist skills to greet and direct public, board members, physicians

- Scheduling skills to maintain a smooth and efficient operation of the office

- Filing skills in order to maintain files

- Advanced knowledge and expertise in MS Office Applications

- Experience and proficient use of MS Word

- Experience in advance use of word processing software especially in the use of tables and special features

- Ability to type a minimum of 55-60 words per minute

- Graphic and presentation knowledge required

- General computer skills including an understanding and knowledge of most current version of Windows

- Organizational skills in order to maintain an efficient office environment

· Ability to concentrate in a busy and sometimes stressful work area

· Ability to accept responsibility for many assignments with minimal direction and limited time

· Ability and experience in taking minutes for meetings (speed writing, typing or shorthand) and to take appropriate follow-up action when indicated, with minimal direction and assistance

· Ability to learn new computer programs as the need arises

· Must possess a general positive attitude and be a “people person”

· Must be efficient, punctual, accurate and friendly

· Must have a good knowledge of English composition

· Ability to exercise sound judgement, tact and poise in dealing with people. Ability to maintain a professional relationship with members of the Board of Directors, Medical Staff, Administrative Staff and Hospital Staff.

· Ability to preserve confidentiality is critical

INTERESTED CANDIDATES MUST SUBMIT A RESUME AND COVER LETTER TO:

TITUSVILLE AREA HOSPITAL HUMAN RESOURCES

406 WEST OAK STREET

TITUSVILLE, PA 16354

NO LATER THAN DECEMBER 31, 2017