Executive Assistant

Using discretion and judgment, provides secretarial and administrative support to the Hospital CEO/Administrator. Performs other related duties as assigned or requested.

RESPONSIBILITIES

Administrative Support

• Serves as liaison and central point of contact for the hospital CEO/Administrator. Facilitates communication with all levels to promote efficient operations, including appropriate material for all Governing Board meetings.
• Prioritizes multiple tasks and implements appropriate follow-up action to enhance hospital. Works independently as needed; anticipates problems and works toward quick solution.
• Manages hospital CEO/Administrator’s travel and appointment schedules. Prepares and submits hospital CEO travel expenses.
• Interacts appropriately with guests and visitors to meet needs of those who interact with administration.
• Organizes business meetings as requested by the hospital CEO/Administrator by reserving rooms, preparing announcements and agendas, and arranging any necessary food service. Supports regularly scheduled leadership meetings as needed.
• Utilizes independent judgment and discretion in coordination of work and special projects with other organizational units as needed to promote efficient operations.
• Serves as confidential secretary to the hospital CEO/Administrator by receiving, reviewing, and disposing of correspondence.
• Drafts and edits letters, reports, and other documents, and prepares presentation materials in an appropriate and expeditious manner.
• Answers phones, screens calls; receives, routes and responds to mail, telephone, email and personal inquiries on behalf of the hospital CEO/Administrator. Provides the same functions for other members of leadership team as requested.
• Creates and maintains official records, files, statistics, reports, and budgets as requested and appropriate for the hospital and outpatient clinics.
• Records minutes of meetings as needed, transcribes them accurately and in a timely manner, and files them appropriately for easy retrieval.
• Maintains the hospital administration and corporate policy and procedure manuals and distributes new and revised policies as needed, in an efficient and timely manner.
• Assists the Director of Quality and Director of Plant Operations in preparing for monthly QAPI and Safety Committee meeting; attends the meetings and records and transcribes meeting minutes in an accurate and timely manner.
• Submits approved mobile phone request forms to appropriate home office personnel (see MIS/IT policy 51).
• Assist department directors in completing and submitting CUSA forms to home office and IT.

Medical Staff Coordination

• Serves as liaison and point of contact for the Medical Staff and its standing committees.
• Organizes and facilitates Medical Executive Committee and Credentials Sub-Committee meetings, including regularly scheduled and special- called meetings. Provides support by reserving rooms, preparing announcements and agendas, and arranging for any necessary food service.
• Records, transcribes, and catalogues all minutes in a timely manner to assure proper documentation of Medical Executive Committee proceedings.
• Ensures that Medical Staff Bylaws and Rules & Regulations are reviewed annually and kept in compliance with all accreditation and licensing regulations. Distributes proposed revisions to active Medical Staff for vote of approval and forwards to the governing body in a timely manner.
• Maintains accurate medical staff credentialing file with appropriate documents from MD Staff for in accordance with the Medical Staff Bylaws, TJC and CMS standards
• Builds and maintains confidential credential files from documents loaded into MDStaff on all medical staff members to include staff category, board certification, privileges, updated licenses and registrations, professional liability insurance, continuing education, etc. Responsible for obtaining all approval signatures.
• List all files for MEC & Governing Board review prior to MEC meetings and review with your CEO or MEC representative.
• Works collaboratively with the Regional Credentialer replying to emails and phone calls in a timely manner and providing information from files as needed.
• Tracks all insurance renewals.
• Works collaboratively with the Director of Quality on data collection of medical staff monitoring, utilized in the re-appointment process.
• Ensures communication with all hospital departments on current privileges of Medical Staff members. Provides up-to-date privilege checklists and rosters to each nursing unit.

Special Projects Coordination

• Coordinates schedule for rotation of medical residents. Works with Medical Directors in assigning supervising physicians to residents. Coordinates appropriate orientation to Post Acute Medical for incoming medical residents.
• Assist the department directors with coordination of scrub fittings.

QUALIFICATIONS

Education and Training: Minimum of two years of college. College degree preferred. Ability to type a minimum of 60 wpm.

Experience: Three years of experience as an executive secretary.

How to attend

PAM Health Rehabilitation Hospital of Tulsa

HIRING EVENT ALERT!

We are having an in-person hiring event on Thursday, January 12th, 2023 from 8am to 6pm cst.

Come and meet with our leadership team, collect some PAM swag, enjoy some snacks and refreshments and get an OFFER ON THE SPOT!

The new year is a the BEST TIME for a new career!

What to prepare

• Resume
• Photo ID

Preferred dress code

Casual (come as you are, but please be presentable)

What is a hiring event?

Think of it like a job fair, but for one company and more personal. Hiring events are a great way for employers to fill multiple roles quickly. Hiring is a human process, and they would like to meet you to see if you’re a fit!