Administrative Assistant to the CEO

Overview : The Administrative Assistant/Chief Executive Officer provides executive level assistance and administrative support to the Chief Executive Officer (CEO) of Fairbanks Memorial Hospital and Denali Center (FMH/DC). This position will ensure effective department operations by providing responsive and efficient administrative support in a confidential and professional manner. The position requires a high degree of personal initiative, flexibility, the ability to think critically, and problem-solve independently. The incumbent possesses strong communication skills, the ability to organize and prioritize tasks to ensure smooth workflow, excellence of work standards, and an active interest in providing strong customer service. The position requires an above average ability to adjust to rapid changes, all of which are continuing challenges. Performs all duties in a manner that promotes a team concept and reflects the mission, vision, and values of FMH/DC.

The Administrative Assistant/CEO serves as confidential liaison between the Administrator's office and the Associate and Assistant Administrators, the GFCHF, the Medical Staff Office, Department Managers, Employees, outside professional associations, as well as a broad range of other internal and external associations.

Responsibilities :

ESSENTIAL FUNCTIONS:

Serves as principal assistant and liaison to the CEO. This position has the authority to assess situations, make recommendations, prioritize rapidly changing issues, and take action as authorized by the CEO. This position does not make decisions in the absence of the CEO, but rather facilitates the communication process so that decisions can be made by the appropriate individuals. The incumbent interacts effectively with senior management, physicians, employees, business and community leaders, and the general public. Translates and articulates the mission, vision and values of the organization. Responsible for exercising leadership that ensures the integrity of FMH/DC policies and procedures are maintained and followed.

Coordinates and handles highly confidential materials concerning facility affairs and/or pertaining to personnel performance matters, labor relations, salary information/negotiations, and medical-legal privileged communications. Communications on these issues are handled with the highest degree of professional discretion, personal integrity, and with strict confidentiality.

Coordinates and schedules CEO's electronic calendar and contacts. Ensures that scheduling requirements are handled in a responsive and timely manner, and with sensitivity to the issues within the organization. Incoming correspondence and mail is screened, highlighted, and annotated for appropriate activity in a timely manner. Develops well-written responses to routine correspondence for CEO's approval. Conscientious of accuracy of work, and timely processing and tracking of materials is important as it reflects on the public relations image of the CEO and FMH/DC as a whole.

Ensures that own daily email is read and responses provided promptly. Screens CEO's Outlook mailbox, alerting to critical, time-sensitive issues or requests, ensuring prompt response or follow-up as indicated.

Problem solves patient inquiries and complaints. A high level of professional skill is required for the handling of very difficult and sensitive interactions to ensure good public relations for FMH/DC are sustained. Difficult or unusual contacts are handled with success or referred further for appropriate action or response. Ensures response to letters of concern and/or complement and follows up appropriately.

Accountable for special projects/programs at the direction of the Administrator. Responsible for researching, developing, and interpreting, information on various issues. Compiles, recommends, and presents documentation and summaries to the CEO or to other entities or groups as directed. The incumbent also implements and tracks various projects. This requires experience and knowledge using Excel (spreadsheets, charts, graphs), and PowerPoint (preparation of visual/audible digital presentations).

Performs challenging tasks effectively. Anticipates problems and takes corrective action prior to completing the task. Strives for continuous quality improvement to achieve quality work. Takes initiative to ensure procedures are continually meeting required customer needs.

Independently plan and coordinate events as sponsored or arranged by the Administrator. Make arrangements for CEO and/or visitor's travel, accommodations and registrations. Assist in preparation of presentations, reserve/prepare meeting rooms, order/operate equipment, arrange catering, develop/mail agendas, and obtain attendance confirmation. Transcribe, prepare, and distribute meeting minutes within set deadlines. Receive, process, and ensure prompt payment or reimbursement of expenses and invoices.

Follows safety standards in all aspects of performance of the above functions, reports/removes unsafe equipment and attends safety education sessions.

Qualifications :

The position of Administrative Assistant/CEO requires a minimum two years college and at least five years of progressively responsible experience in office management and/or providing executive-level support in a health care / higher education setting. Must have demonstrated proficiency in MS Office programs (Word 2000, Excel, PowerPoint) database management, Microsoft Outlook, and troubleshooting expertise. The ability to use a facsimile, photocopier, calculator, and telephone/voice mail systems is essential. Knowledge of current trends in business correspondence and report writing, English grammar and spelling, clerical and office procedures including filing systems and data recording methods is required. Finance experience is helpful.

*Additional testing will required of potential candidates to assess Microsoft skills.