Executive Assistant

Job Description

Job DescriptionDescription:

IMA Executive Assistant Job Description

Job Title: Executive Assistant

Department: Administration

Reports To: Practice Administrator & CEO

Supervises: Not Applicable

Overtime Status: ? Non-exempt

Job Summary: This position is responsible for assisting the Practice Administrator & CEO with daily activities and projects performing a variety of clerical duties.

Primary Job Responsibilities:

1. Monitors the current status of the work and projects for Administration.

2. Maintains Administration travel arrangements and the Practice Administrator & CEO appointment calendar. Arranges appointments, meetings, and conferences. Contacts the appropriate persons to attend.

3. Attends meetings or conferences as assigned and comprehensively takes notes on major points and actions resolved or to be taken.

4. Resolves administrative problems by preparing reports, analyzing data, and identified solutions.

5. Handles variety of matters involving contact with various staff, board members, medical committees, government agencies, and the public.

6. Composes correspondence and disseminates to appropriate individuals. Answers phones, questions, and requests.

7. Processes mail and invoices and submits to appropriate departments.

8. Assists in developing and updating administrative systems to make them more efficient.

9. Prepares various documents and handles confidential matters in accordance with clinic rules and procedures.

10. Ensures equipment operation, calls for repairs, maintains equipment inventories, and evaluates new equipment and techniques.

11. Provide maintenance, assistance, or training to personnel on the electronic medical record system, personal computer or outside applications.

12. Communicate and work to resolve issues with the electronic medical record system, server, or outside applications with technical support.

13. Coordinate technical support alongside outside vendor.

14. Assists with maintaining daily, monthly, and yearly backups of servers.

15. Maintain passwords for security issues on operation system.

16. Research and purchase office equipment and supplies.

17. Research projects and make suggestions for change (ie: cellular usage, magazine subscriptions, etc).

18. Orient new employees with office policies and procedures and Employee Handbook.

19. Begin OSHA video training for new hires.

20. Edit Employee policies/procedures as assigned.

21. Run errands on IMA’s behalf (Costco runs, daily pick up of mail, etc.)

22. Performs other duties as assigned.

Education: High school diploma or equivalent. Some college preferred.

Experience: Minimum two years of administrative experience, including one year with a health care organization.

Other Requirements: Must possess a valid Alaska State Driver’s license.

Performance Requirements:

Knowledge:

1. Knowledge of organizational policies, procedures, and systems.

2. Knowledge of office management techniques and practices.

3. Knowledge of research methods and procedures sufficient to compile data and prepare reports.

4. Knowledge of grammar, spelling, and punctuation.

5. Knowledge of purchasing, budgeting, and inventory control.

Skills:

1. Skill in taking and transcribing dictation and operating office equipment.

2. Skill in answering the phone and responding to questions.

3. Skill in time management, prioritization, and multitasking.

4. Skill in problem-solving.

5. Skill in writing and communicating effectively.

Abilities:

1. Ability to establish and maintain effective working relationships with other employees and the public.

2. Ability to work under pressure, communicate and present information.

3. Ability to read, interpret, and apply clinic policies and procedures.

4. Ability to identify problems, recommend solutions, organize and analyze information.

5. Ability to multi-task, establish priorities, and coordinate work activities.

6. Ability to collaborate with all levels of clinicians and staff to meet needs.

7. Ability to analyze data reports and make recommendations for improvement.

8. Ability to type 60 words per minute using word processing software.

9. Ability to flexibly respond to changing demands.

10. Ability to organize and prioritize tasks effectively.

11. Ability to work with little supervision.

12. Ability to establish and maintain effective working relationships with patients, employees, and the public.

13. Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software.

Required Competencies

· Ethical Conduct

· Time Management

· Organization Skills

· Professional Conduct

· Accountability

· Customer Service Skills

· Project Management

· Personal Effectiveness/Credibility

Qualifications & Minimum Requirements:

• Competency in Microsoft applications including Word, Excel and Outlook.
• Organizational, verbal and written communication skills a must.
• Ability to deal sensitively with confidential material
• Ability to communicate with co-workers, management and the Owners.
• Attention to detail and ability to multi-task is an asset.
• Ability to deal effectively with vendors and outside offices
• Ability to deal effectively with and resolve conflict situations
• Ability to follow both written and verbal instructions

Equipment Operated: Standard office equipment with emphasis on telephone, fax, photocopier, and computer hardware/software.

Work Environment: Work performed in a medical office environment that is well lighted and well ventilated. Work may be stressful due to a busy office. This position involves continual interaction with other IMA personnel and with patients, both face-to-face, through means of written correspondence, and on the phone.

Supervisory Responsibility:

This position has no supervisory responsibilities.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to do routine physical activities, to include but not limited to stretching, bending, reaching, carrying, climbing, standing, and pushing/pulling movements.

Position Type/Expected Hours of Work

The employee must be available during the work hours of 8:00 am and 4:30 pm and is scheduled to work 40 hours each week to satisfy the needs of this position. Occasional overtime work may be required as job duties demand, per Supervisor authorization and direction.

Position Interactions:

· Responsible to:

o Practice Administrator & CEO

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.

Requirements: