Executive Assistant

This position is currently open.

Public?: 

Public

Division: 

Health

Reports To: 

AST Health System Executive Director

Type of Position: 

Regular Full Time

Location: 

Little Axe Health Center / 15951 Little Axe Dr. / Norman, OK 73026

General Description

This position provides for varied secretarial/administrative/programmatic duties for Executive Director (ED). Incumbent must enable efficient and high quality implementation of required activities to support achievement of strategic goals in support of the executive team. Composes and types correspondence, emails, gathers and relays confidential information, gathers and interprets information to develop reports and maintain departmental files, assist in monitoring departmental budgets, screen visitors and telephone calls. Conducts administrative support for the executive team, health boards, and compiles minutes/records departmental meetings, town hall meetings, and other directed meetings as required to support the AST Health System’s mission and vision. Must be confident, well organized, and comfortable working in a fast paced environment with a high level of professionalism. Confidentiality is a fundamental characteristic, as well as exceptional written and verbal communication skills and sharp attention to details. Demonstrated ability to effectively handle problems quickly and efficiently is also essential to the executive team.

Responsibilities

  • Top priority is to manage all aspects of the Executive Director’s calendar including scheduling, travel, proactive reconciliation of all conflicts, advance preparation of required meeting materials including coordination with appropriate staff to ensure Executive Director is fully prepared for all meetings;
  • Serve as liaison with staff to facilitate Executive Director’s timely review of proposals, correspondence, guidance and documentation to ensure achievement of key strategic initiatives;
  • Coordinate with appropriate offices for events planner to plan Health Board, Community, and other required meetings to include health grant program’s community activities.  
  • Collaborate with staff and PR events planner for optimal coordination with the ED’s and other project director schedules;
  • May serve as primary internal and external point of contact for certain vendor relationships serving health system and other multi-project need;
  • Provide general administrative support for Deputy Director and Medical Director including calendars, meeting schedules and travel;
  • Schedule and record minutes for certain Health Committee Meetings;
  • Organize, manage, post and circulate all committee meeting materials;
  • Answer and direct all incoming phone calls;
  • Manage mail and shipping; and
  • Prior success in managing executive level schedules and calendars;
  • Critical thinking skills to assess and discern level of prioritization for work load;
  • Extraordinary organizational skills and the ability to flex when necessary;
  • Experience with vendor contracting and management a plus;
  • Ability to operate in a fast-paced environment and multi-task;
  • High level of professionalism and prior experience interacting with high level executives, including tribal, public and private;
  • Large meeting or event planning experience strongly preferred.
  • Initiates contact with other departments, such as Maintenance & Procurement on various repair and supply matters including work order tracking and follow-up. 
  • Oversees the courier services currently provided to ensure mail and other material/documents reach appropriate departments.  Works with departments on various supply requisitions.  Enters client data into the appropriate database; maintains accurate files, and organizes data. 
  • Responsible for compiling reports, documents or forms requested or due by the Governor, the Executive Committee, Executive Director of the Health System, the Health Authority Board of Directors, including the timely submission of any such request(s).  Timely preparation and submission of all requested reports and/or documents which shall include, but not be limited to, the following: surveys, studies, budget requests, proposed budget modifications, acquisitions proposals, property management and inventories, monthly and quarterly reports, and Annual and Semi-Annual General Conference Reports, and complaint(s) tracking.  Serves as Executive Assistant to the Health Board of Directors and assists in meeting facilitation. 
  • Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.  Communicate and handle incoming and outgoing electronic communications.  Assist administration with preparation of presentation materials including review and summarization miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.  Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner. 
  • Coordinates routine Executive Director’s meetings, Compliance, Policies & Procedures, Accreditation, and Quality Council meetings and records minutes and tracks suspenses to other departments until completion; advised on status.
  • Other duties and special projects as assigned.
 

Qualifications

Native American Preference/EEO/Drug Free /Smoke Free Workplace
 
Education
 
  • Bachelor’s degree required in Health Administration or Business Administration (or other field combined with related occupational health experience). 
 
Knowledge, Skills, and Abilities
 
  • Demonstrated ability to communicate effectively with peers and superiors. 
  • Be culturally sensitive to Native population and needs.  
  • Knowledge of healthcare industry is required.
  • Ability to assist and provide direction to the employees as it relates to personnel issues and concerns.
  • Ability to operate and communicate effectively while under pressure is essential.
  • Must be able to professionally relate and communicate effectively and efficiently with the public and professional providers.
  • Ability to manage multiple concurrent projects and motivate professional staff.
  • Ability to recommend and initiate program improvements and modifications to achieve mission goals.
  • Must have excellent computer skills and familiarity will Microsoft Office Suite.
  • Must be able to read, understand, apply, and retain knowledge of departmental rules, regulations, and policies.
  • Must be able to follow all instructions, written and oral.
  • Demonstrate the ability to plan and supervise the work of others.
  • Ability to recommend and initiate program improvements or modifications.
  • Prepare and present oral and written reports.
  • Assist and provide direction to the employees as it relates to personnel issues and concerns.
  • Effective communication techniques using tact and professionalism.
  • Knowledge and understanding of confidentiality and non-disclosure of sensitive confidential information.
 
Training and Experience
 
  • Experience in a medical setting required (health system, hospital, and/or other health continuum).
  • 3-5 years demonstrated executive administrative skills.
  • Knowledge of Medical Staff credentialing processes and procedures, corporate board governance/parliamentary procedures, and executive-level related services and support.
 
Licenses and Other Requirements:
 
  • Must have valid Oklahoma Driver’s License.
  • Must be able to pass background check.
  • Must be able to complete a negative result on a drug test.
 
 
 
 
 
 
 
 

Posted Date: 

4 weeks 1 day ago
//