Executive Assistant - Department of Medicine - Rochester General Hospital

Job Title: Executive Assistant
Department: Department of Medicine
Location: Rochester General Hospital
Hours Per Week: 40
Schedule: Monday - Friday, 8am - 4:30pm


SUMMARY
Provides secretarial and administrative support for a Vice President, Chief, or department approved by Compensation. Assists in efficiently moving information through the office and makes certain decisions, within the limits of accepted practices, usually involving administrative data in ElderOne. Independently conducts assigned work, determining method of completion, data and information requirements as well as analysis techniques. Work is often confidential, sensitive and/or critical in nature and requires a broad working knowledge of organizational and hospital practices, policies, programs and services to complete.

RESPONSIBILITIES

• Process and triage incoming correspondence and exercises judgment with respect to urgency, confidentiality and relative importance.
• Performs a variety of administrative/clerical duties including: meetings, schedules, appointments, making copies/fax, travel arrangements, processing time cards, processing personnel data, handling budgets, and processing work orders, requisitions, expense reports, stationary orders, and the like.
• Maintains electronic/computer databases, paper files and records, retrieves information as necessary and may creates financial, statistical, narrative and/or other reports as requested.
• Takes dictation, transcribes correspondence, and types documents which may involve highly technical or confidential information; prepares and composes a variety of correspondence or memoranda and assembles, files and manages information pertinent to overall hospital operations.
• May perform various types of business analyses, including accumulating, calculating, and formatting information into final reports.
• May assist in budget preparation, patient billing, charging, and insurance claims/programs, and coordinate activities such as: preparation and control of records, statistics, and standard reports or documentation regarding quality, operations, personnel changes, performance appraisals, etc.
• Acts as a liaison with community leaders, legislative representatives, legal representatives, board members physicians, and other organization affiliates, departments and staff members.
• May coordinate, arrange and/or participate in preparations for: conferences, tours or orientations, training sessions, security, and annual committee meetings or organizational presentations and the like.
• May train, direct and coordinate the activities of lesser skilled individuals.
• May need to act as a Notary Public.
• Performs special projects.
• Executes standard, special or on-going research or studies of data/information; compiles, tabulates and analyzes data, and prepares reports/recommendations, usually for action by Director or senior level staff.
• May coordinate a variety of activities within or between reporting departments and/or affiliate organizations.
• Regularly contacts company personnel within the hospital at all organizational levels and/or, as required, with external contacts, such as Legal Representatives, customers, insurance companies, legislators, and government or community agencies, other organization affiliates, physicians, contractors, vendors or suppliers in the completion of assignments.

REQUIRED QUALIFICATIONS

• Minimum of 5 years prior administrative experience, including at least 2 years working in support of mid to high-level management, preferably in a healthcare environment or equivalent combination of education and experience.
  

?PREFERRED QUALIFICATIONS

• AAS in Secretarial Science or equivalent area of study preferred.
• Advanced computer and keyboard skills, including word processing, spreadsheets, databases, graphics and internet access.
• Excellent written and verbal communication, organization skills, and the ability to work independently.
• Medical terminology experience preferred

PHYSICAL REQUIREMENTS: S - Sedentary Work - Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

PAY RANGE: $20.75 - $29.50