Executive Assistant

Job Details

Provide administrative support to the Chief Health Officer. Ensure the office and administrative functions associated with the office of the CHO are run efficiently and effectively. Work independently on complex and highly confidential assignments in a fast‑paced environment while being open to constant challenges and change. Use considerable judgement and initiative in resolving issues, identifying and executing work responsibilities, methods and procedures for new assignments.

The EA to the CHO also functions as the coordinator for medical administration.

• Ensure that all administrative tasks and duties associated with the operations of the CHO's office are executed in a professional and efficient manner.
• Ensure the orderly and timely processing, responsiveness and retention of all incoming and outgoing documents.
• Review and prioritize all incoming mail, messages and correspondence. Review and properly code all appropriate expenditures associated with functions and services incurred by the office of the CHO. Ensure all expenses incurred by the HR function are evaluated against departmental budget and properly posted and/or allocated to respective departments as appropriate.
• Prioritize the CHO's time and calendar on those items of greatest importance. Understanding what matters constitute a priority for the CHO, and ensure such matters are communicated and addressed in a timely manner.
• Effectively manage a high degree of confidential information, and ensure that such information is communicated and/or maintained in an appropriate and professional manner at all times.
• Support project development lifecycle from beginning to end.
• Effectively communicate project timelines and deliverables to team members and stakeholders in a timely and clear fashion.
• Set and continually manage project expectations.
• Proactively report changes in project scope, identifying potential crises, and support contingency plans.
• Ensure all inquiries and correspondence directed to the CHO's office receives a high level of service and attention. Function as a resource to staff members, other managers and professional associates of the CHO.
• Ensure all correspondence originating from the CHO's office is precise, timely, and demonstrates a high degree of professionalism and service at all times.
• Represent the CHO's office in a highly professional manner at all times.
• Serves as the medical coordinator to support clinical staff and oversee administrative operations for the medical department under the CHO’s instruction. This includes managing provider clinic schedules in the EMR, on call schedules, call ins, centralized processing of CME, provider interviews and orientation. As part of coordinator duties, responsible for maintaining the medical administration e‑portal and managing medical administration policies and procedures.
  
  The EA is a member of the Medical Administration Leadership Team and expected to update agendas and keep minutes for Medical Administration Leadership Team meetings.
• Other duties as assigned.

• Bachelor’s degree preferred.

• Three years direct work experience in a project management or project coordination or office coordination.
• Excellent written and verbal communication skills. Demonstrated knowledge and success at the development and communication of professional correspondence.
• Exceptional organization skills and demonstrated success in a multi‑task environment.
• Attention to detail and follow through.
• Strong interpersonal skills.
• Ability to promote project communication through all layers of staff with political sensitivity.
• Persistence, flexibility and ability in a sometimes demanding work environment.

For 56 years, the mission of Swope Health mission has been to improve the health and wellness of the community by delivering accessible, quality, comprehensive patient care to all. Founded in 1969 by

E. Frank Ellis, Swope Health opened as “Model Cities Health Corporation” in the basement of Metropolitan Missionary Baptist Church with 20 associates and a $100,000 budget to serve 2,000 patients a year. Since…