The position is responsible for assisting in administrative operations as directed by the Vice President of Ambulatory Services. Provides various clerical and administrative general office support.
Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
Coordinates, updates and maintains Outlook calendar for Vice President of Ambulatory Services with current schedule of events, committees, appointments and other meetings.
Schedules and coordinates meetings. Invites are sent to required attendees through Outlook or personally called. Meeting rooms and any Nutritional Services needs are arranged. Agendas and corresponding documentation are distributed.
Maintains high degree of confidentiality in all situations including medical staff issues, performance appraisals, counseling's, Board issues, patient issues, employee issues and meetings.
Answers administrative telephone in a professional and friendly manner; phones are answered within 3 rings; re-directs to other personnel as appropriate.
Types correspondence, minutes, agendas, and other documents for the VP.
Greets and screens "walk-in" traffic for Administration and Medical Staff. If "walk-in" is a patient complaint, start service recovery and relay the information quickly and accurately to the appropriate department head.
Interacts and assists with the State of California, Department of Health Services or JCAHO officials upon their unexpected arrival. Relay the information requested, quickly and accurately to the appropriate departments and VP's upon the State's arrival. Assist with copying of files and any other requests made by the State.
Receives, opens, reviews and prioritizes mail and inter-office correspondence received for the VP. Distributes, responds and/or re-directs correspondence as necessary or as directed.
Obtains signatures and process requests (capital requisitions, purchase orders, check requests, education and travel requests, contracts, etc.) in a timely manner.
Fills in for other Executive Secretaries in department as appropriate. Aids others in the completion of their work, during periods of heavy workloads.
Interacts daily in a cheerful and professional manner with board members, physicians, corporate vice presidents, department directors, patients and their families and fellow employees; assesses situations and acts accordingly.
Assures that the break area is cleaned regularly and routinely stocked with food and beverages.
