Job Description
Position Summary With minimal supervision, latitude for discretion and independent judgment, provide a high level of administrative support to the Vice President (s) that you are assigned to support. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests and performing administrative functions such as preparing correspondence, receiving and serving visitors, arranging conference calls, arranging travel schedule and reservations, and scheduling meetings. Essential Duties and Responsibilities These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned. Develop and implement systems to maintain and track invoices and purchase requisitions Recommend and implement process improvements Coordinate busy and changeable calendars for the Vice Presidents Use independent discretion and knowledge to plan and/or prepare for meetings, conferences, appointments, conference calls, events etc. Prepares conference rooms for scheduled meetings Maintains schedule of conference rooms Working with colleagues to ensure the office area is kept clean and organized Attend and record minutes of designated meetings; compose, secure approval, copy and distribute minutes to committee members Ensure all materials needed for the meetings are complete, organized and provided to the Vice President, as appropriate Gather, sort, and prioritize incoming mail; alert Vice Presidents to priority items; handle all outgoing mail and/or packages Assist with the coordination and arrangement of visits for consultants, candidates, visitors, and guests, by arranging travel services, accommodations, and car services; maintain records of guests' travel expenditures; submit forms for reimbursement Follow up to ensure all payments, reimbursements, and honorariums, are received Independently compose correspondence, memos, meeting agendas, and complex reports, including those requiring compilation of data and statistics With direction and oversight from the Vice President (s), review, develop and amend basic contract language Must have the ability to use applied traditional and internet research skills in discovering, interpreting, and developing methods and systems focused on providing knowledge and evidence to the Vice Presidents on a wide variety of matters Develop and manage various spreadsheets and databases in support of the Vice Presidents Create high-quality PowerPoint and misc. other presentation materials that are unique and professional Build and maintain misc. business data sets and databases in support of project and system tracking Develop and maintain extensive hardcopy and e-file systems, which may contain highly confidential financial, budgetary, and salary information files Establish and maintain data management systems. Classifies sorts, distributes and/or files correspondence, articles, mail, records and other documents Prioritize work appropriately and communicate status of ongoing tasks/projects Demonstrate independent judgment and critical thinking skills, within scope of job responsibilities. Must able to effectively manage patient and visitor complaints Act as a liaison with the Hospital's insurance agency. Requires completion of multiple reports to renew / maintain approximately 35 different policies Act as a liaison with the Hospital's Investment Advisor to coordinate actions approved by the Investment Committee. Maintain the master contract files and a master list of renewal dates and monitor renewal of each contract File annual Certificate of Incorporation reports with the Commonwealth of Virginia for each Corporation Attend required hospital-wide orientations, meetings, and in-services Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care Represent CRH, the Vice Presidents, Directors and Managers in a positive, professional manner within the organization and externally to the community Act as a liaison, problem solver, and facilitator as the first contact for the Vice President Perform other related duties incidental to the work described herein