MVHC is growing and has an immediate opportunity for an Executive Assistant to join our Team!
Thank you for your interest in Muskingum Valley Health Centers and for considering MVHC as your next career path! At MVHC, we believe it takes a team to help change the face of health care. MVHC serves as a critical healthcare resource to ensure that all members of our community have access to affordable and high-quality health care. Our staff is dedicated, constantly learning, and eager to make a difference in the lives of the thousands of patients we serve each year. We strive to hire those who embrace our mission and values and pride ourselves in developing a team of employees that you can call family. If you want to make a difference and are passionate about what you do, consider MVHC for future employment and a rewarding career!
We invite you to review the job posting below. If you meet the requirements and qualifications for this opportunity, we encourage you to apply.
General Summary:
Reporting directly to the Chief Clinical Officer, the Executive Assistant/Administration provides administrative support to the Executive Staff. The Executive Assistant serves as liaison for internal and external constituencies. Coordinate executive outreach and external relations efforts; and oversee special projects. The Executive Assistant must be creative and enjoy working within a small entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations. Have strong written and verbal communication, strong administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant develops and maintains all records and files relating to donors and sponsors of Patient Care Charitable Fund.
Minimum Qualifications:
- Associate’s degree in business administration preferred
- High School diploma with two years experience as an administrative/executive assistant
- Must exercise sound judgement and handle highly sensitive material with absolute discretion
- Excellent verbal and written communication skills
- Strong mastery of Microsoft Office tools (Microsoft Word, Excel, and PowerPoint) and virtual meeting platforms.
- Ability to anticipate needs, make decisions autonomously, and remain composed under pressure in a fast-paced environment
- Strong critical thinking skills and accuracy
- Knowledge of general office procedures and practices
- Experience taking meeting minutes a plus
Working Conditions:
- Time-sensitive, fast-paced, and stressful environment
- Lifting up to 50 lbs. occasionally
- Carry up to 20 lbs. occasionally
- Standing 1-2 hours at a time
- Walking approx. 30 minutes per hour throughout the day
- Withstanding pressure and dealing with emergency situations as needed
- Average working hours with possible non-traditional hours
- Bending, stooping, squatting, and carrying weights of up to 40 pounds
- Repetitive movements of the hands, wrists and fingers; good visual acuity (with or without correction)
- Sitting 1-2 hours at a time (8-10 hours a day)
- Withstands pressure and deals with emergency situations as needed
- Normal coordination and/or visual attention to connection with the standard flow of work
- Average working hours with possible non-traditional hours
Specific Duties and Responsibilities:
- Assists in PCCF fundraising events
- Organizes programs, events, and meetings by arranging facilities, issuing information or invitations, coordinating speakers, arranging for food if necessary, and controlling event budget
- Provide secretarial and administrative support for the Executive group including phone and office reception, correspondence, word processing, appointment scheduling, maintaining files and records and assists management staff with daily operations of MVHC
- Collect data, organize and prepare reports as directed by the Executive team
- Schedules company wide use of conference rooms
- Schedules meetings as needed
- Manage office and clinical supply operations by coordinating purchasing and inventory control for the administrative Office
- Develops and maintains good working relationships with staff, management, the Board of Directors, internal/external contacts, and the public
- Projects a pleasant and professional image
- Demonstrates initiative, self-motivation, critical thinking, problem solving, and focus to execute within the role
- Maintain and update the administrative office staff directory to ensure accurate, current, and easily accessible contact information for all staff members.
- Support employee recognition efforts for designated events and staff-related occasions.
- Manage organizational policy administration by overseeing updates and coordinating organizational policies
- Support legal operations by compiling and organizing data for legal requests and preparing formal reports
- Manage discharged and reassigned patient processes by maintaining spreadsheets and sending patient notification letters according to established procedures.
- Develops and maintains Critical Lab List with updates sent out monthly
- Responsible for managing the Provider Survey List which is distributed monthly
- Support Social Determinants of Health (SDoH) initiatives by managing the procurement, tracking, and documentation of gift cards, and maintaining the master patient tracking list to ensure accurate data and program compliance.
- Responsible for the coordination and distribution of the monthly Provider Update Email
- Support patient access initiatives by preparing reporting and creating presentations for board meetings.
- Support Committee meetings by preparing agendas, compiling and organizing all required documents, reports, and presentations, recording detailed meeting minutes, and developing and maintaining data to support oversight and compliance.
- Support Corporate Compliance, QI and Medical Staff meetings by recording and maintaining minutes, compiling required documentation, preparing the monthly ED Log and quarterly compliance reports, coordinating organizational risk assessments, collecting incident data from the Compliance Manager Dashboard, and developing action plans to support Compliance, Risk Management, and FTCA requirements, patient access reports, creating PowerPoint presentations and visual materials, coordinating updates from the Executive Team and Department Directors, and compiling all documentation required to support meeting agendas.
- Coordinate end-to-end logistics for Medical Staff Committee meetings, including compiling and preparing all required documents, reports, and presentations, and organizing breakfast/catering arrangements.
- Manage the Patient Care Charitable Fund by developing and maintaining accurate records, ensuring compliance with organizational policies, and adhering to eligibility and audit requirements.
- Collaborate alongside the Medical Records Manager to process subpoenas and records release requests, ensuring accuracy, confidentiality, and compliance with applicable laws and regulations, while consulting with the in-house attorney as needed.
- Support employee training compliance by developing and maintaining tracking spreadsheets for CPR certifications and competencies, ensuring accurate records, monitoring expiration and renewal dates, and assisting with organizational training requirements.
- Manage expense documentation by collecting, organizing, and verifying credit card receipts for reporting, reimbursement, and auditing purposes.
- Manage Provider CME, licenses, and memberships by maintaining comprehensive tracking of certifications, memberships, and professional licenses; updating provider records; verifying contract and funding details; coordinating travel for educational events; facilitating CME and membership purchases; and monitoring related expenses for accuracy and compliance.
- Support Provider and Employee survey initiatives by preparing PowerPoint presentations of survey findings and developing spreadsheet-based heatmap reports summarizing employee survey results for the Leadership team.
- Coordinate and manage agenda for bi-weekly Director/Clinical Manager meeting.
- Facilitates the coordination and completion of GAP and Cyber insurance policy renewals.
- Manages the scanning and distribution of CareSource risk assessments.
- Prepares and manages litigation hold letters throughout the duration of ongoing litigation.
- All other duties as assigned
- Assists, as needed, to coordinate meetings of the Board of Directors and Medical Staff Committee
- Schedules monthly board meetings. Notifies board members of meetings and arrange with dietary department if necessary
- Adheres to compliance with applicable rules and regulations set in Bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
- Prepares agendas one week prior to the meeting date
- Prepares meeting packets for distribution at meetings and collects afterwards in keeping with confidentiality policies and protective statues
- Documents attendance and accurate notes on discussion, conclusions and actions for accurate, concise minutes
- Prepares rough draft of minutes and post-meeting correspondence for review. Files final board documentation in board binder
- All other duties as assigned
Position details:
Full time with benefits
About MVHC:
Founded in 2008, MVHC serves as a best-in-class health care resource to ensure all members of the communities we serve have access to high-quality, affordable health care. As your "community of care," we are dedicated to serving the primary care needs of the residents in each of our convenient locations in Muskingum, Morgan, Coshocton and Guernsey counties. We are local, non-profit, and community owned. The MVHC community is comprised of more than 500 staff and providers committed to health care, and we truly appreciate the opportunity to improve the lives of residents in the communities we serve!
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
Why join MVHC?
At MVHC, we strive to create an environment which promotes healthy work-life balance, one that provides you the opportunity to make a difference in the lives of our patients, while maintaining your family and personal objectives. This is an exciting time of growth for MVHC where we are positioned to expand access to the communities that we serve. We hope that you will consider joining the MVHC team.
- Employee satisfaction rating of 90%
- Equal opportunity employer; selection of applicants for employment is based only on qualifications and the requirements of a specific job
- We are local, non-profit, and community owned
- We offer a team approach to patient-centered comprehensive primary care
We’ll also reward your hard work with:
- A comprehensive benefits package including medical, dental, vision, prescription drug, and a health savings account option for those who qualify.
- All insurance benefits are available for both employee and family, regardless of what a spouse may be offered through his/her employer.
- 401k with employer match for those who qualify.
- Paid time off plus seven paid holidays per year for those who qualify.
- Employer paid life insurance.
- Life insurance voluntary benefits.
- Employee Assistance Program (EAP).
- Educational Assistance Program for those who qualify.
- Access to Credit Union.
- Wellness program:
- Ability to earn an insurance premium reduction for those who qualify.
- Fitness membership monthly stipend.
- And much more!
Thank you for considering a career with MVHC! Come join our dedicated team and see what is possible…Grow with us!
