Executive Assistant - Howard County General Hospital (Ancillary Services & Safety Offices )

MAJOR JOB RESPONSIBILITIES:  

1. Is responsible for the word processing, copying and distribution of administrative reports, minutes, agendas, personnel documentation, policies and procedures, labels and the like, from rough draft or dictaphone. Sets up and types reports, using tables and graphs in Excel and Word.  Proofs completed work for accuracy and submits to the Director of Ancillary Services or other staff member, as appropriate, for approval.  Work is performed in a timely manner.  Material is often of a highly confidential nature. 
2. Judgment is exercised in setting up appointments and meetings as requested by the Director of Ancillary Services. Information is obtained as to the purpose, length of time required and so forth.  Material is organized for meetings, conference rooms are reserved, and notices are sent out in advance with the agenda.  All appointments and meetings for the Director and assigned Managers/Supervisors are recorded on calendars and updated.
3. Composes correspondence, replies, memorandum, and letters for signature and types from hand-written rough draft or dictaphone for the Director of Ancillary Services and Managers/Supervisors. Incoming mail is sorted, screened for importance, and disseminated.  Background material is gathered to facilitate the action in the correspondence and dates are checked regarding request for future commitments.
4. Telephone calls are handled promptly and with consideration and courtesy. Messages are recorded accurately, and passed on and referred to other departments along with any data necessary for action to be taken.  Good judgment is exercised in giving out information to callers.  All matters that can be handled elsewhere are referred diplomatically.
5. Gathers, prepares, and records statistics and other information to maintain accurate records/reports of department activities. Updates and maintains department records and files as directed.  Performs other related office duties connected to organizational activities and accepts special projects as assigned.
6. Organizes, maintains, and revises moderately complex departmental files pertaining to correspondence and other records to facilitate immediate retrieval. Archives records as required.
7. Discretely deals with highly sensitive and confidential issues including financial, legal, personnel, and patient matters regarding the operations of the Ancillary Services departments.
8. Responsible for attending Ancillary Services Manager meetings, constructing and posting meeting minutes for review, and providing handout packets for those unable to attend. Attends unit departmental meetings.  May be asked to participate in unit-based committees and improvement teams.
9. Maintains skill levels with computer software. Instructs and assists Director, Managers, Supervisors and staff in use of PC and related software.  Performs extensive customization related to forms and report formatting.
10. Assists Managers/Supervisors in ongoing payroll entries and processing Payroll every other week.
11. Requisitions regularly used office supplies to avert shortages and small equipment repair and maintenance services. Tracks receipts and invoices for multiple departments including agency hours and off-site storage.  Logs and maintains agency hours for departments.  Reconciles invoices and produces accounts payable check requests for approval and payment.
12. Performs administrative support for Respiratory functions including answering multi-department telephones in a manner consistent with service excellence. Relays incoming clinical orders to appropriate therapist or department.
13. Prioritizes work to assure timely completion to meet established deadlines.
14. Maintains acceptable attendance and punctuality in order to maximize his/her contribution to the organization in accordance with hospital policy.

ADDITIONAL RESPONSIBILITIES:

 Performs duties in a manner that is consistent with the hospital’s core values and the language of caring habits.

1. Attends mandatory departmental meetings, hospital in-services, and continuing education programs to keep informed of new developments affecting hospital initiatives and his/her area of expertise.
2. Participates on Continuous Improvement Teams as required. Performs tasks necessary for maintenance and improvement of his/her functional area within the department.
3. Maintains effective, timely lines of communication with his/her supervisor and co-workers.
4. Maintains acceptable attendance and punctuality in order to maximize his/her contribution to the organization in accordance with hospital policy.
5. Acknowledges his/her ultimate responsibility is to directly or indirectly serve the needs of every patient as defined in the HCGH Mission Statement.

 SKILLS & ABILITIES REQUIRED: 

1. Demonstrated ability to proof documents, perform routine mathematical computations, and design presentations, fliers, and newsletters.
2. Excellent oral and written communication skills, as well as strong interpersonal, organizational and time management skills. Ability to multitask is a must.
3. Proficiency in Microsoft Word and Excel (intermediate level) required.
4. Proficiency with PowerPoint and Microsoft Publisher preferred.
5. Keyboarding assessment will be administered.

EDUCATION & EXPERIENCE: 

1. High school diploma or general education diploma (GED) required.
2. Minimum of three (3) years experience required.
3. Experience to include exposure to a busy office setting.

      Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic   

     information, veteran status, or any other status protected by federal, state, or local law.