EXECUTIVE ASSISTANT na Catholic Health Services

Description

Summary & Objective

The Facility Executive Assistant is responsible to assist the Executive Director and the Administrator in coordinating the day to day operations in compliance with Local, State and Federal regulations. The Executive Assistant maintains organizational tasks which require internal and external working relationships by incorporating, the reinforcement of the corporation mission and values, as well as to coordinate the daily interaction within the different department heads within the facility, senior management and corporate office. 

Essential Functions

• Assists, Executive Director / Administrator in managing regulatory requirements with Agency for Healthcare Administration (AHCA), The Joint Commission (TJC), Center for Medicare and Medicaid Services (CMS) and other regulatory compliance agencies. 
• Assumes responsibility in the performance of management duties and functions in the absence of the Administrator as delegated by the Administrator.
• Makes Administrative decisions in the absence of the Administrator necessary for the daily performance on the sixteen facilities and Catholic Housing Management.
• Responsible for monitoring/maintaining licensure renewal, contracting and credentialing applications. 
• Responsible for the data collection/input and timely worksheet submission located on the shared drive.
• Represents has a voting member of the facility in the county healthcare preparedness coalition (if applicable) 
• Prioritize grievances/concerns to the appropriate department head and informs, Executive Director / Administrator
• Coordinates and arranges seminars, conferences and travel plans for the Executive Director / Administrator 
• Maintains and updates files for the Administration office 
• Assists, Executive Director / Administrator in coordinating management team meetings as needed. 
• Collects data and prepares daily, weekly, monthly quarterly reports and distributes as needed. 
• Prepares, summaries and distribute meeting minutes for facility and corporate as required by organizational Bylaws (Professional Affairs, Quality Assurance Performance Improvement (QAPI), Quality Management Council (QMC) and Medical Staff Executive.  
• Opens mail of the, Executive Director / Administrator pointing out items of highest priority. 
• Participates in daily, weekly and/or monthly meetings as required or requested. 
• Manages calendar of conference rooms for facility. 
• Meets with Executive Director / Administrator to discuss escalated matters, obtain direction and set time frames for planned activities.
• Manages and maintains the facility Guardian Angel Program (if applicable)
• Independently facilitates family/residents issues and concerns, acts as the facility Liaison/Ambassador providing solutions using all resources, discretion and judgment.
• Maintains petty cash account including recording, disbursing and balancing of request and insuring that the cash is replenished in a timely manner.
• Review all resume’s an Interview for all required facility positions. 
• Processes all newly hired personnel, verifying references, obtaining payroll/personnel documentation, establishing personnel file. 
• Processes newly hired employee enrolment on the Health Plan, Pension Plan, 403b Plan and Supplemental Life Insurance. 
• Coordinates OSHA program with managers assuring compliance. 
• Maintains permanent records for each corporation. (16) 

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

• Exercises discretion and confidentiality with sensitive company information
• Interacts effectively with other departments, corporate office and Medical Staff. 
• Promotes positive employee engagement, teamwork, mutual respect and safety work practices. 
• Maintain your required certifications and mandatory skill updates.
• Comply with all policies, local, state and federal laws and regulations.
• Perform other duties as assigned.

Supervisory Responsibility

• May serve as an interim department leader depending on need

Physical Requirements

• Must be able to lift and/or move up to 50 pounds and push/pull up to 250+ pounds, walk, climb stair or ladders, stand on feet for extended periods of time, etc. if applicable

Disclaimer

The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

EEOC Statement

CHM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Requirements

Knowledge & Experience Requirements

• Associate’s degree (AA) or equivalent degree from two-year College or technical school
• 3 to 5 years’ experience required  
• Must use good judgment in executing job as employee deals with confidential information.
• Must have knowledge of computer office software
• Must be able to read, write and understand the English language