Katahdin Valley Health Center
Job Description
Executive Assistant
Reports To: Chief Executive Officer
Status: Salaried Exempt - The stated pay rate reflects the budgeted amount for this position. Final offers will depend on your skills and experience relevant to the position.
Facility Location: All Sites
Hours: Varied
POSITION SUMMARY
Provides personal administrative support to the Chief Executive Officer (CEO), and the Board of Directors. The Executive Assistant performs a variety of complex, confidential secretarial and administrative duties requiring a thorough knowledge of organizational procedures and precedents. The person in this role will is also be responsible for recording and maintaining all minutes for committee, board, and staff meetings assigned by the CEO.
RESPONSIBILITIES
1. Performs general secretarial duties for the Chief Executive Officer and members of management as assigned by the CEO.
2. Maintains Chief Executive Officer calendar.
3. Maintains the organization's meeting calendar.
4. Prepares correspondence, reports, and materials for presentations.
5. Handles daily incoming and outgoing mail.
6. Facilitates all travel arrangements for the Chief Executive Officer, staff, and board members as needed.
7. Facilitates accommodations for visitors as needed.
8. Creates, transcribes, and distributes meeting agendas and minutes as assigned.
9. Coordinates project-based work.
10. Prepares monthly board meeting agendas and board packets.
11. Acts as Secretary to the Board Secretary.
12. Some required travel, including overnight stays.
13. Performs additional duties or projects as assigned by the Chief Executive Officer.
14. Adheres to all KVHC policies and protocols.
15. Complies with all safety rules and protocols. Reports all incidents, regardless of severity, immediately to their supervisor and completes an incident report and investigation form, which will be forwarded to Human Resources within twenty-four hours of the incident.
16. Conducts themselves as a good steward in the communities served by KVHC; represents the organization at outreach activities as needed.
17. Actively participates as a committee member as assigned by the Chief Executive Officer.
18. Interacts harmoniously and effectively with others, focusing on the attainment of organization goals and objectives through a commitment to teamwork.
19. Conforms to acceptable attendance and punctuality standards as expressed in the employee handbook.
20. Abides by the organization's compliance program and requirements.
21. At times you may be faced with challenges that may impact patient care. Addressing these challenges may not be in your job description; however, Katahdin Valley Health Center encourages each team member to go above and beyond to address the patient's needs at the moment. Employees have the autonomy to see the care experience through from A to Z to show our patients KVHC C.A.R.E.S.
22. The employee may be responsible for traveling to multiple locations as specified in their job offer and/or contract.
23. As part of KVHC's commitment to a safe, respectful, and compliant workplace, KVHC utilizes security monitoring systems. Surveillance is conducted in accordance with all applicable laws, regulations and company policies/protocols to protect our employees, patients, and assets.
24. This position requires compliance with all applicable Federal, State, and local laws and regulations, KVHC’s Corporate Compliance Program, and KVHC’s policies and procedures (including the Standards of Conduct). Such compliance shall be an element considered as part of the positions regular performance evaluation. Failure to comply or failure to report actual or potential noncompliant conduct, may result in compliance consequences, up to and including termination and reporting to appropriate governmental authorities, regulatory bodies, law enforcement, licensing bodies, or other outside entities (“appropriate entities”).
PROFESSIONAL EXPECTATIONS
1. Admit mistakes or missteps openly, own your own behavior, forgive one another, and model vulnerability and humility.
2. Keep discussions about team members, subordinates, and colleagues as well as challenges in the workplace positive, constructive, and factual.
3. Be mindful of employee confidentiality even among peers, and particularly where an issue involves a peer.
4. Whenever possible, speak directly to the person with whom you are having a disagreement or a challenge.
5. Work with your supervisor or HR when you need to process performance or behavioral situations with a colleague or subordinate to determine the next steps.
6. It is always okay, and usually preferable, to pause, and take time to reflect before reacting to a situation.
EDUCATION AND EXPERIENCE
1. High School graduate or equivalent required.
2. Business courses and a working knowledge of computer and business office machines.
3. Knowledge and experience with Microsoft Office systems with the ability to learn new software applications.
4. Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.
5. Able to verbally and fluently communicate in English using correct grammar.
6. Six months to one-year working experience in a service oriented business office setting.
7. Must be able to work independently in a team setting and to react to change productively.
8. Must have excellent interpersonal skills and problem solving skills.
9. Must possess a clean criminal and DHHS background.
10. Must possess the ability and means to travel between clinics as needed.
11. Valid State of Maine Driver's license and ability to be insured by KVHC's vehicle insurance carrier.
12. Must possess a clean criminal and DHHS background.
13. Must possess the ability and means to travel between clinics as needed.
14. Valid State of Maine Driver's license and ability to be insured by KVHC's vehicle insurance carrier.
FUNCTION, DEMANDS, AND PHYSICAL PERFORMANCE
Requires full range of body motion with the ability to bend, kneel and stoop. Must possess: the ability to sit and or stand for long periods of time, the ability to lift approximately 30 lbs., visual acuity with color vision, the ability to communicate effectively and calmly in a professional manner, the ability to follow all workplace policies including safety and confidentiality, the ability to perform repetitive motion keyboarding functions, exposure to communicable disease, toxic substances, medicinal preparations and other conditions common to a clinic environment. Knowledge of organizational policies, regulations, and procedures to administer patient care. Must possess the ability to work with and around medical equipment and instruments safely and effectively as appropriate. Knowledge of common safety hazards and precautions to establish a safe work environment, including Safety Data Sheets. Skill in preparing and maintaining records, writing reports, and responding to correspondence. Skill in developing and maintaining department quality assurance. Skill in establishing and maintaining effective working relationships with patients, medical staff, and the public. Ability to maintain quality control standards. Ability to react calmly and effectively in emergencies. Ability to interpret, adapt and apply guidelines and procedures. Ability to communicate clearly.
CONFIDENTIALITY OF PATIENT INFORMATION AND ALL KVHC HEALTH CENTER BUSINESS IS ESSENTIAL. EMPLOYEES MUST COMPLY WITH THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996-PUBLIC LAW 104-191
Pay: From $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Work Location: In person
