*Executive Assistant | Houston Heights Rehab

Executive Assistant
FT Days
Using discretion and judgment, provides secretarial and administrative support to the Hospital CEO/Administrator. Performs other related duties as assigned or requested. This is a non-exempt position.
Responsibilities
Administrative Support

• Prioritizes multiple tasks and implements appropriate follow-up action to enhance hospital. Works independently as needed; anticipates problems and works toward quick solution.
• Creates and maintains official records, files, statistics, reports, and budgets as requested and appropriate for the hospital and outpatient clinics.
• Serves as liaison and central point of contact for the hospital CEO/Administrator. Facilitates communication with all levels to promote efficient operations, including appropriate material for all Governing Board meetings.
• Submits approved mobile phone request forms to appropriate home office personnel (see MIS/IT policy 51).
• Records minutes of meetings as needed, transcribes them accurately and in a timely manner, and files them appropriately for easy retrieval.
• Organizes business meetings as requested by the hospital CEO/Administrator by reserving rooms, preparing announcements and agendas, and arranging any necessary food service. Supports regularly scheduled leadership meetings as needed.
• Manages hospital CEO/Administrator’s travel and appointment schedules. Prepares and submits hospital CEO travel expenses.
• Interacts appropriately with guests and visitors to meet needs of those who interact with administration.
• Assist department directors in completing and submitting CUSA forms to home office and IT.
• Serves as confidential secretary to the hospital CEO/Administrator by receiving, reviewing, and disposing of correspondence.
• Assists the Director of Quality and Director of Plant Operations in preparing for monthly QAPI and Safety Committee meeting; attends the meetings and records and transcribes meeting minutes in an accurate and timely manner.
• Maintains the hospital administration and corporate policy and procedure manuals and distributes new and revised policies as needed, in an efficient and timely manner.
• Utilizes independent judgment and discretion in coordination of work and special projects with other organizational units as needed to promote efficient operations.
• Answers phones, screens calls; receives, routes and responds to mail, telephone, email and personal inquiries on behalf of the hospital CEO/Administrator. Provides the same functions for other members of leadership team as requested.
• Drafts and edits letters, reports, and other documents, and prepares presentation materials in an appropriate and expeditious manner.

Medical Staff Coordination

• List all files for MEC & Governing Board review prior to MEC meetings and review with your CEO or MEC representative.
• Works collaboratively with the Regional Credentialer replying to emails and phone calls in a timely manner and providing information from files as needed.
• Tracks all insurance renewals.
• Builds and maintains confidential credential files from documents loaded into MDStaff on all medical staff members to include staff category, board certification, privileges, updated licenses and registrations, professional liability insurance, continuing education, etc. Responsible for obtaining all approval signatures.
• Serves as liaison and point of contact for the Medical Staff and its standing committees.
• Works collaboratively with the Director of Quality on data collection of medical staff monitoring, utilized in the re-appointment process.
• Ensures that Medical Staff Bylaws and Rules & Regulations are reviewed annually and kept in compliance with all accreditation and licensing regulations. Distributes proposed revisions to active Medical Staff for vote of approval and forwards to the governing body in a timely manner.
• Organizes and facilitates Medical Executive Committee and Credentials Sub-Committee meetings, including regularly scheduled and special- called meetings. Provides support by reserving rooms, preparing announcements and agendas, and arranging for any necessary food service.
• Maintains accurate medical staff credentialing file with appropriate documents from MD Staff for in accordance with the Medical Staff Bylaws, TJC and CMS standards
• Records, transcribes, and catalogues all minutes in a timely manner to assure proper documentation of Medical Executive Committee proceedings.
• Ensures communication with all hospital departments on current privileges of Medical Staff members. Provides up-to-date privilege checklists and rosters to each nursing unit.

Special Projects Coordination

• Coordinates schedule for rotation of medical residents. Works with Medical Directors in assigning supervising physicians to residents. Coordinates appropriate orientation to Post Acute Medical for incoming medical residents.
• Assist the department directors with coordination of scrub fittings.

Qualifications
Education and Training: Minimum of two years of college. College degree preferred. Ability to type a minimum of 60 wpm.
Experience: Three years of experience as an executive secretary.
Knowledge, Skills, and Abilities:

• Ability to take direction, set priorities, and see assigned tasks through to completion.
• Good written, verbal, and interpersonal skills.
• Must be able to work independently, without supervision.
• Excellent organizational skills.

About Us
PAM HEALTH (PAM) based in Enola, Pennsylvania, provides specialty healthcare services through more than 70 long-term acute care hospitals and physical medicine and rehabilitation hospitals, as well as wound clinics and outpatient physical therapy locations, in 17 states. PAM Health is committed to providing high-quality patient care and outstanding customer service, coupled with the loyalty and dedication of highly trained staff, to be the most trusted source for post-acute services in every community it serves. Its mission is to serve people by providing compassionate, expert care, and to support recovery through education and research.
Joining our PAMily allows you to work in a collaborative environment with colleagues and leadership with exposure to a variety of patient care levels. Aside from our competitive pay, generous paid benefit time, and excellent insurance options, you will also have opportunities for professional growth through our Education Advancement Program.
We are excited to learn more about you and hope that you consider joining us on a shared mission to improve the lives of others by being an integral part of our We Care Program. Please take a moment to visit us online at www.PAMHealth.com for a comprehensive look at how we're able to positively impact our local communities.
PAM Health does not discriminate and does not permit discrimination, including, without limitation, bullying, abuse or harassment, on the basis of actual or perceived race, color, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, gender identity or expression or HIV status, or based on association with another person on account of that person's actual or perceived race, color, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, gender identity or expression or HIV status.