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Executive Assistant to the CNO and CFO

Company Fairmont Regional Medical Center
Location Marion, WV
Update 8 Day ago
/Responsibilities: Responsible for performing various administrative, secretarial and clerical duties. Understands and follows the organization?s policies, procedures and standards. Is an independent worker, meeting the day-to-day needs of the Chief Nursing Officer and Chief Financial Officer. Participates in the department?s performance improvement activities. Prepares reports, memos, correspondence, special projects, etc. Reviews and edits all written materials. Maintains the Chief Nursing Officer?s and Chief Financial Officer?s appointments. Demonstrates thorough knowledge of grammar, formatting, punctuation, and spelling. Greets visitors, directs visitors appropriately, and maintains the communication flow of the office. Answers the telephone in a professional manner. Prepares department activities, travel, business expenses, etc. Maintains an organized, efficient filing system. Approves payroll for selected employees in the nursing and finance departments. Assists nursing and finance departments in making revisions to current policies and assures that past and present policies are electronically filed. Collects contracts from all departments and enters them into the Contract Management System. Maintains the contract system electronically and files paper copies efficiently. Help to maintain staff supporting via Shift Select. All other duties as assigned or required. Independently recognizes and performs duties which need to be done without being directly assigned. Establishes priorities; organizes work and time to meet them. Recognizes and responds to priorities, accepts changes and new ideas. Has insight into problems and the ability to develop workable alternatives. Accepts constructive criticism in a positive manner. Adheres to attendance and punctuality requirements per hospital policy. Provides proper notification for absences and tardiness. Takes corrective action to prevent recurring absences or tardiness. Uses time effectively and constructively. Does not abuse supplies, equipment, and service. Observes all hospital and departmental policies governing conduct while at work (e.g., telephone and computer use, electronic messaging, smoking regulations, parking, breaks and other related policies). Understand, respects and displays sensitivity to culture, age and persons with disabilities. Participates actively and positively affects the outcomes of customer service activities. Uses effective collaborative strategies as evidenced by: Developing peer relationships that enable the work group to accomplish the daily workload within the allotted time frame and achieve departmental goals. Recognizing and understanding that as a member of an interdependent group, collaboration and compromise is required in order to maintain the effectiveness of the group as a whole to effectively resolve problems. Timely notification to Department Manager/Director of potential problems or concerns. When faced with a problem or concern, is proactive by presenting suggested solutions at the time that the Department Manager/Director is made aware of the problem or concern. Displaying teamwork ability to promote cooperation and collaboration; gaining support for programs and goals. Supports Patient Rights. Displays honesty and respect for others, and respect for the organization as evidenced by: Treating internal and external customers as the most important part of the job. Being sensitive to customer?s emotions, thoughts and feelings. Refraining from negative comments of any kind where the public or other customers can hear. Taking appropriate actions to resolve the concern. Facilitates and enhances communication as evidenced by: Effective and timely processing of customers requests according to hospital and departmental policies. Utilizing verbal communication methods, which enable others to clearly understand what is being said. Utilizing verbal and non-verbal behaviors without being defensive, manipulative, aggressive or controlling. Using written communication that is legible, timely and at a level based on the position specific requirements. Listening attentively to ensure effective two-way communication. Expressing and accepting feedback in a professional manner. Answering the telephone with stating department, name and greeting. Interacts with coworkers, other hospital staff, physicians, and the public in a courteous, professional and efficient manner. Establishes good rapport and working relationships with coworkers, other hospital staff, physicians and the public Observes dress code policy and wears hospital identification as required by our policies and procedures. Understands and abides by all departmental policies and procedures as well as the Codes of Ethics, HIPAA requirements and patient rights. Complies with federal, state, local laws that govern business practices. Is knowledgeable and adheres to JCAHO/DHS/CMS standards specific to the position. Participates actively in ensuring that all state and federal rules and regulations are followed as they apply to this position. Conducts business in an ethical and trustworthy manner at all times when dealing with patients, visitors, physicians, and fellow employees. Attends scheduled inservice and mandatory inservice. Communicates ideas to supervisor for a safer layout of equipment, tools, and/or processes. Follows standard precautions and transmission based precautions as shown by consistent use of appropriate personal protective equipment. Adheres to procedures for the disposal of waste ? household waste and biohazard waste as well as the proper disposal of sharps. Uses proper body mechanics at all times. Seeks assistance when necessary to move heavy objects or to transport/transfer a heavy patient. Is knowledgeable in the hospital safety program and takes necessary steps to maintain a safe environment. Adheres to safe work practices in order to prevent injuries and illnesses. Is familiar with emergency codes and emergency preparedness procedures and understands his/her role in response to each of the emergency codes (Attention, Attention, Code Triage, Code Blue, Code Amber, Code Orange, Code Gray, Code Red, Code Weather Warning, Code Weather Watch, Dr. Strong, etc.) Maintains the department in a neat, clean, and orderly manner, especially in own work area. Eliminates or assists in eliminating any seen or known hazards in the workplace. Reports any unsafe conditions to his or her immediate supervisor. Demonstrates good safety habits and judgment by maintaining a safe environment at all times. Complies with all hospital safety and injury prevention policies and regulations (seven Environment of Care plans and hospital safety policies and procedures). Understands the Continuous Quality Improvement Process and applies it in performing everyday tasks/duties. Active participant in Continuous Quality Improvement program by assisting in finding new and better ways of performing duties and responsibilities. Understands performance improvement concepts and demonstrates understanding by: Defining performance improvement, and verbalizing at least one major goal of the performance improvement program within the hospital setting. Ability to describe a quality improvement problem solving process (e.g., PDCA) and how its use assists in reaching improving patient outcomes and/or organizational quality improvement goals. Able to verbalize at least one departmental or hospital wide improvement initiative that has occurred within the last 12 months. Cooperates with others in the improvement of services offered at our institution. Continually makes recommendations that assist in the improvement of services. Continually strives for self-improvement in areas of responsibility by attending continuing education classes. Attends Mandatory Meetings.

Company Policy: We are an Equal Opportunity/ Affirmative Action Employer and do not discriminate against applicants due to veteran status, disability, race, gender,gender identity, sexual orientation or other protected characteristics. If you need special accommodation for the application process, please contact Human Resources.
EEO is the Law:

Required Qualification: 1. High School Graduate required 2. Secretarial training required 3. Three to five year?s secretarial experience preferred 4. Ability to communicate in English, both verbally and in writing 5. Excellent presentation and interpersonal skills 6. Additional languages preferred

Experience: Minimum 1 Year

Job Family: Office and Administrative Support Occupations

Occupations: Executive Secretaries and Executive Administrative Assistants

Degree Required: High School Diploma/Ged Or Higher