Job description

Hebrew Health Care

JOB DESCRIPTION

Job Title: Executive Assistant

Department: Administration

Accountability: President & CEO and Executive Vice President & CFO

Classification: Non-union; Supervisory

POSITION SUMMARY:

Ensures appropriate support for President and EVP. Attends quarterly Board of Trustees meetings, Quality Committee, and other meetings as needed. Ensures minutes of same are properly maintained.

NOTE: All essential job functions are indicated by an asterisk (*)

Responsibilities

Standard of Performance

*Administrative Staff

Oversees and supervises administrative staff ensuring adequate coverage for principals and suite; monitors time records for administrative staff, discipline, counsel if appropriate in conjunction with Vice Presidents and Director.

*Managing Office Schedule

Assures appropriate administrative coverage is in place at all times. Coordinates schedule with staff, Vice Presidents and Director to ensure appropriate administrative coverage to meet needs of the suite. Responsibly delegates work.

Follows through to see that assignments are accomplished and desired results are obtained.

*Human Resources

Supports Human Resources Director and HR Generalist with prescreening of candidates, assists with scheduling interviews, assists with sending out correspondence to candidates and hires.

Supports HR Generalist ensure hires are meeting onboarding requirements, conducts background checks and initiates the fingerprinting process for those roles that require it.

*Licensure

Independently coordinates and prepares licensure documents for certain disciplines requiring state operating licenses and oversees community affiliate licenses in accordance with state requirements.

*Compliance

Ensures compliance with bond requirements through CHEFA, US

Bank.

*Insurance

Timely oversite of completion for all organization insurance renewals. Reports and manages all claims.

Equipment Leasing

Determines appropriate equipment and various equipment leases/purchases organization wide.

*Lobbying Reporting

Independently filing of lobbying expenditures and registration with State Ethics Committee as required by State of Connecticut.

*Meeting Coordination

Coordinates meetings of the Boards of Hebrew Health Care and affiliates and all other special meetings.

Ensures proper coordination and preparation of all meeting documents; obtains authorized approvals and distributes to Trustees and others;

Determines quorum status in compliance with By Laws.

Assures that documentation for meetings are accurate and timely in accordance with By Laws.

Schedules Department Head meetings; assures appropriate meeting documentation is completed in an accurate and timely fashion.

*Contracts and Business Associate Agreements (BAA)

Maintains BAA and contract books by filing new BAAs, contracts, and renewals; obtains signatures and approvals of incoming and outgoing contracts and BAAs, tracking expiration dates and assuring continuance of contract period, maintain log of BAAs and contracts, without having contract periods lapse.

Working Relationships

Maintains effective working relationships with all department heads and facility staff.

*Current Trustee List

Maintains current lists of Trustees and committee members; notifies appropriate staff and Trustees of changes.

Surveys

Prepares and coordinates completion of surveys and questionnaires from Federal, State and local agencies.

Representation

Appropriately represents the President’s office with visitors, guests, vendors, government officials and agency/organization representatives.

Senior Leadership Coordination (SLT)

Coordination of all SLT related activities and schedules.

Projects

Competes special projects as required.

Carries out projects, research, documentation and recordkeeping as directed by the Executive Vice President and President.

Communication

Communicates with staff, Board members and other agency/organization representatives in a professional and helpful way.

Safety

Uses proper safety techniques and complies with all facility safety procedures.

Productivity

Demonstrates an ability to meet established standards and understands the relationship between productivity and cost effectiveness.

Growth Potential

Utilizes supervision constructively by demonstrating an ability to grasp instructions and meet changing conditions.

Creativity

Demonstrates a talent for having new ideas, for finding new and improved ways for accomplishing responsibilities and for being imaginative in recommending solutions.

Professional Development

Demonstrates the ability to identify weaknesses and seek out conferences, in-service education, etc., in order to work toward self and agency improvement.

Organization of Work

Demonstrates an ability to perform duties in an organized, efficient manner, according to priority.

Records and Reports

Demonstrates an ability to complete and submit job related/required reports and records in a clear, concise and timely manner, assuring that content meets any Federal, State, local, or Agency requirements.

Team Work

Demonstrates an understanding of the effect of individual job responsibilities to co-workers in the agency as well as to other departments.

Leadership

Demonstrates an ability to take initiative and follow through. Promotes ideas convincingly. Encourages participation. Utilizes a reasonable, equitable, even-handed, and collegial approach in delegating responsibility. Recognizes contributions by others.

Supervision and Development of Employees

Effectively orients and trains employees and sets standards for work performance as appropriate. Recognizes performance strengths and limitations of subordinates. Effectively directs performance management as a means of developing employees.

Communication Skills

Writes, documents, and verbally communicates in a clear, concise and effective format.

Personal Appearance

Personal appearance is neat, clean, professional, and appropriate.

Interpersonal Relationships

Demonstrates an ability to cooperate and work effectively with others; includes personal courtesy, tactfulness and consideration of others. Effectively resolves conflicts. Develops supportive relationship with Board members to foster active, meaningful Board participation.

Accountability

Takes responsibility for actions and accepts responsibility for mistakes. Follows through on assignments despite setbacks; shifts priorities when necessary.

Practices Confidentiality

Maintains confidentiality of all Administration and Board information.

Practices Corporate Compliance

Works in accordance with all corporate policies.

Meets Annual Competency criteria

As required by organizational standards.

Miscellaneous

Must perform all other duties as set forth by the CFO, VP, HR and Nursing Management team.

WORKING CONDITIONS:

Sits, stands, walks, bends, stoops intermittently throughout the day.

Well-lighted, well-ventilated office.

Deals with people under all conditions.

Complies with all facility safety policies.

PERSONNEL SPECIFICATIONS:

• Associate degree required, Bachelors degree preferred with minimum three (3) years Executive support experience.
• Typing, word processing, computer, spreadsheet development and knowledge of use of office equipment required.
• Ability to relate well to people under varying conditions, and to establish and maintain effective working relationships.

Job Type: Full-time

Pay: $33.00 - $40.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• West Hartford, CT 06117: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Required)
• Microsoft Powerpoint: 1 year (Required)

Work Location: In person

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