Executive Assistant – St. Peter's Hospital – Full Time Days

Employment Type:Full timeShift:Day ShiftDescription:Executive Assistant – St. Peter's Hospital – Full Time DaysPosition Summary : Under minimal supervision and direction, the incumbent exercises considerable independent judgment and discretion in performing tasks and completing assignments to provide administrative support to the CFO and supports the VP of Legal, Robert Swidler .Performs a high degree of inter-action with Directors, Vice Presidents, Revenue Integrity and Patient Access leadership.Position Highlights:Recognized leader: Magnet Hospital in the Capital Region

Quality of Life: Where career opportunities and quality of life converge

Advancement: Strong orientation program, generous tuition allowance and career development

Work/Life: Positions and shifts to accommodate all schedules

We offer great Benefits including: Competitive Pay, Paid Leave. Shift Differentials, just to name a few.

Experience Requirements :

Highly motivated, detail oriented individual with 7-10 years office experience, with demonstrated increasing levels of responsibility and competencies.

Excellent written, verbal, political and interpersonal skills.

Three years computer experience utilizing Microsoft Office or comparable work processing and spreadsheet applications; knowledge of PageCenter Plus helpful.

Excellent organizational skills including flexibility, creativity, resourcefulness, an the ability to multi-task to meet deadlines, manages people/tasks.

Ability to maintain a high degree of confidentiality.

Shorthand or speedwriting preferred.

Principal Responsibilities:

Office Management:Types and formats all correspondence, email, efile, reports, etc., utilizing a variety of computer applications for high level presentation.

Takes dictation for memos and letters; also composes letters, memos, and emails on behalf of the CFO.

Coordinates and maintains calendars, itineraries, travel arrangements, and related materials.

Maintains a filing management and tickler system.

Opens and distributes mail.

Maintains inventory of office supplies.

Identifies and responds to priorities.

Coordinates, attends, transcribes and distributes meeting agendas, minutes, and appropriate materials for Finance Committee of the Board, Investment Committee of the Board, Compliance and Audit Committee of the Board, Division meetings, Director meetings, Revenue Cycle Steering Committee meetings, and other meetings as requested by the CFO.

Prepare nutrition requests, not-for –profit 501 (c) (3) tax exempt letters, sales tax exemption forms, and requests for audited financial statements as pass-through. Reconciles P-Card on a monthly basis in a timely manner.

Liaison for visitors.

Screen telephone calls.

Perform notary services.

Coordinate evaluations.

Liaison between travel agent (AAA) and hospital.

Liaison between hospital and campus physician offices which includes preparation with distribution of monthly rental statement and reconciling of same.

Prioritize and redirect work, inquires, visitors, callers, etc., when the appropriate Senior Leadership Team member is not available.

Mentor divisional secretaries and other support staff as required.

Vacation coverage for the Executive Assistant to the VP of Clinical and Corporate Development.

Event Coordination:Coordinate divisional events, celebrations, and SPHP meetings as requested by the CFO.

Finance:Prepare annual department budget and track expenses on a monthly basis.

Coordinate and email daily census reports for SPHCS.

Coordinate approval of annual budget at Finance Committee of the Board.

Coordinate all check requests and purchase requisitions over $25,000.00 that require additional signatures.

Coordinate invoices and purchase requisitions related to the MFP project for approval.

P-Card reconciliation for the CFO.

Projects:Coordinate consultant site visits, schedule meetings with staff, etc.

Serve on Mercy Cares for Kids Board.

Other Projects as assigned.

Communication:Consistent high standard of professionalism in both written and verbal communications due to frequent contact with Board members, executives of other organizations conducting business with SPHCS, visitors, etc.

Liaison between hospital and travel agent.

Answer the telephone professionally and courteously, directing all calls appropriately.

Extensive use of email to schedule meetings, obtain information, etc.

Use of Docushare to obtain forms, access policies, etc.

Maintain high level of discretion due to frequent handling of confidential and sensitive information.

Utilize the CHE Portal to access documents, information, etc.

Other Responsibilities:Perform other tasks as assigned.

Notarize documents as requested.

Provides back-up coverage as requested to other Executive Assistants.

Provide support to the CFO regarding MFP financing, CON approval process, relations with CHE, the investment banker, and financing agency.

Assists the finance division directors as necessary (schedule meetings, etc.).

Education Requirements :

AAS preferred or equivalent experience

Experience Requirements :

Five (5) years executive/administrative experience with increasing levels of accountabilities and demonstrated competencies required (+).

Excellent inter-personal skills required.

Exceptional verbal and written communications skills required.

Ability to maintain the highest degree of confidentiality required.

Excellent organizational skills required.

Flexibility in work schedule required.

All new employees are required to undergo and pass all applicable state and federally mandated pre-employment screening requirements.Trinity Health's Commitment to Diversity and Inclusion Trinity Health employs about 133,000 colleagues at dozens of hospitals and hundreds of health centers in 22 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.Trinity Health's dedication to diversity includes a unified workforce (through training and education, recruitment, retention and development), commitment and accountability, communication, community partnerships, and supplier diversity.