Executive Assistant Full Time Days - Tenet Healthcare : Job Details

Job DescriptionSan Ramon Regional Medical Center began serving residents of the San Ramon Valley and its surrounding communities in 1990. Located on a hillside overlooking the valley, we are a 123-bed, acute-care hospital, primary stroke center, and a cardiac heart surgery hospital. San Ramon Regional Medical Center provides comprehensive inpatient and outpatient services. Personalized service and a patient-centered philosophy are distinctive qualities of our facility. We offer competitive salaries and benefits including a matching 401(k), several health & dental plans to choose from, generous tuition assistance plans, and relocation assistance for select positions.

• Comprehensive benefits for medical, prescription drug, dental, vision, behavioral health and telemedicine services
• Wellbeing support, including employee assistance program (EAP)
• Time away from work programs for paid time off, long- and short-term plan coverage
• Savings and retirement including a 401(k) Plan with a 50% match up to 6% of pay, employee stock purchase plan, flexible spending accounts, retirement readiness tools, rollover support, and financial well-being counseling
• Education support through tuition assistance, student loan assistance, certification support, and online educational program
• Additional benefits life insurance, supplemental health protection plans, auto and home insurance, legal counseling, identity theft protection, and employee discount program
• Registered nurses - Retirement medical benefit account (RMBA) - 2% of annual eligible income set aside in accordance with program guidelines
• Benefits may vary by location and role

SUMMARYProvides management of the Hospital Administration Office and subordinate staff, providing executive support to the CEO and Executive Team. Requires broad knowledge of hospital operations, technical/computer skills, and medical terminology. The CEO Assistant must be self-motivated, highly organized and able to independently prioritize projects, with demonstrated follow-up and persistent follow[1]through. Requires strong positive interpersonal skills, great tact and patience in dealing within high stress/great change environments. Assists Hospital Administration in achieving the operational and fiscal goals established for the hospital, including Joint Venture Board, Governing Board, Medical Staff, and Corporate relationsResponsibilitiesPosition Accountabilities: The following are essential job accountabilities:

Management of the Administration Office, overseeing routine and special project assignments, and providing administrative support to the Chief Executive Officer and members of the Administration team. This includes handling of correspondence, communication and interactions in a prompt and professional manner, providing assistance and resolution of issues.

Supervise administrative support staff effectively providing direction and responsibility to ensure the smooth operation of the Administration department.

Provides timely performance reviews, coaching and advising as needed.

Attends and prepares material for JV Board and Hospital Governing Board and committee meetings, composes minutes, reports, legal documents, correspondence and sets up AV equipment, polycom, WebEx when needed

Track Governing Board Terms and process yearly renewals, complete and submit RFAs and compliance paperwork all required before new term starts.

Help CEO with Annual AHA hospital survey by gathering reports from various departments and submitting electronic survey paperwork in a timely fashion.

Attends and writes minutes for other hospital leadership meetings including Environment of Care, Nursing Leadership, Hospital Administrative Leadership meetings etc.

Collects appropriate information and develops monthly corporate legal compliance report, and the monthly and quarterly hospital operations reports for transmitting to Corporate in a timely manner.

Maintains appropriate and adequate levels of department/office supplies and materials, overseeing cost containment measures to reduce departmental expense

Review of invoices/bills, routing for appropriate approvals, and develops approval documentation (physician directorship logs) for signatures.

Handles all administrative and personnel information in a confidential and private manner. Performs work in an honest and ethical manner with sensitivity to those affected by the decisions made.

Contributes to administrative team effort by assisting co-workers as needed. Coordinates schedules with other administrative team support staff to assure adequate coverage of administrative needs. Strives to create a work environment optimizing individual contributions to greatest organizational benefit.

Responsible for verifying department payroll, submitting MTO requests and distributing payroll to department members.

Attends educational programs/seminars/inservices appropriate to position and scope of services provided to the organization.

Demonstrates initiative and creativity in handling assigned work. Uses appropriate judgment and decision-making within the scope of position, utilizing appropriate chain of command when warranted.

Provides Notary Public service as a commissioned Notary Public on behalf of the hospital, ensuring compliance with State regulations.

Physician Management Database and Physician Expense Allocation Log report via eTenet. Reconcile, key entry and tracking of all non-monetary compensation and monetary value of gifts for each physician on staff at SRRMC, e.g., business meals, holiday events, etc, paid by the hospital.

Patient satisfaction and patient complaints. Act as hospital representative and liaison in receiving complaints and commendations by patients and family members; document and monitor follow-up with appropriate staff and departments to ensure resolution as appropriate.

Renew general acute care licenses with CDPH and business licenses with the city on an annual basis.

Manages hospital campus Mail Room Department overseeing courier services, courier car registration, mail distribution, staff coverage, develop new programs and systems and ensure cost containment.

Completes educational modules and other required hospital education by the due date.

Adheres to SRRMC Behavior Standards.

Complies with San Ramon Regional Medical Center Policies/Procedures protecting patient information and the confidentiality of the information in accordance with the Federal and State regulations

Submits Concur expenses, tracking, collecting and submitting for Executive Staff twice a month

Assist with planning hospital-wide and administrative events

Maintain multiple daily calendars for the Executive Team and prioritize appropriately with good judgement.

Provide executive level support in a highly confidential environment and interact with all levels of management/staff members.

Greets incoming patients, guests, physicians, staff members in a friendly and professional manner.

Coordinate and manage hotel and travel arrangements for members of the Executive team, department Directors and job candidates as needed

QualificationsMinimum Education:

• High school diploma or equivalent
• Bachelor's Degree in a health care related field preferred

Minimum Experience/Skills:

• Previous experience as an Executive Assistant
• Typing speed of 70 wpm
• Proficiency with Microsoft Word
• Familiarity with Microsoft Excel, Powerpoint, Outlook, and PDF Converter Software
• Knowledge of office equipment including computers and computer software
• Previous experience in JCAHO/CDPH surveys desirable

Licenses/Certificates/Credentials:

• Current Commissioned Notary Public (or must obtain within six (6) months of hire/ transfer). Certification must be maintained throughout employment.

Physical Demands:

• Per Job Functional Match description. Sitting for long periods of time.

Vision Requirements: Sufficient perceptive acuity (vision and hearing) to perform all the related duties of the position Working Conditions:

• May be exposed to the risk of contagious and bloodborne diseases
• Subject to varying and unpredictable situations
• Exposure to unpleasant elements (accidents, injuries, illness)
• Emergency and crisis situations
• Subject to irregular hours
• Occasional to frequent pressure due to multiple calls, inquiries, tasks and competing priorities
• Potential exposure to radiation hazards, radioactive substances and biohazard material

#LI-AJ1Tenet complies with federal, state, and/or local laws regarding mandatory vaccination of its workforce. If you are offered this position and must be vaccinated under any applicable law, you will be required to show proof of full vaccination or obtain an approval of a religious or medical exemption prior to your start date. If you receive an exemption from the vaccination requirement, you will be required to submit to regular testing in accordance with the law.About UsWho We AreWe are a community built on care. Our caregivers and supporting staff extend compassion to those in need, helping to improve the health and well-being of those we serve, and provide comfort and healing. Your community is our community.Our StoryWe started out as a small operation in California. In May 1969, we acquired four hospitals, some additional care facilities and real estate for the future development of hospitals. Over the years, we've grown tremendously in size, scope and capability, building a home in new markets over time, and curating those homes to provide a compassionate environment for those entrusting us with their care.We have a rich history at Tenet. There are so many stories of compassionate care; so many firsts in terms of medical innovation; so many examples of enhancing healthcare delivery and shaping a business that is truly centered around patients and community need. Tenet and our predecessors have enabled us to touch many different elements of healthcare and make a difference in the lives of others.Our Impact TodayToday, we are leading health system and services platform that continues to evolve in lockstep with community need. Tenet's operations include three businesses - our hospitals and physicians, USPI and Conifer Health Solutions.Our impact spreads far and deep with 65 hospitals and approximately 510 outpatient centers and additional sites of care. We are differentiated by our top notch medical specialists and service lines that are tailored within each community we serve. The work Conifer is doing will help provide the foundation for better health for clients across the country, through the delivery of healthcare-focused revenue cycle management and value-based care solutions.Together as an enterprise, we work to save lives and can accept nothing less than excellence from ourselves in service of our patients and their families, every day.About the TeamCareers at TenetAt Tenet Healthcare, the heart of what we do centers on caring with compassion, which ultimately creates a bond between our caregivers and patients. Everyone contributes to these moments, whether providing care directly or supporting those who do.As an organization, we provide employees with resources, tools and support to serve our patients and customers in the best way possible. We also take care of one another, helping team members further develop their career pathways and maximize their potential.