Executive Assistant - Hunterdon Healthcare : Job Details

Position#Summary The Executive Assistant to the Chief Nursing Officer (CNO) and Chief Medical Officer (CMO) at Hunterdon Health is a pivotal role, providing top-tier administrative support to the most senior executives within the health system,#is a pivotal role, providing top-tier administrative support to the most senior executives within the health system., written and verbal communications, and meticulous meeting and travel planning. Additionally, the role encompasses comprehensive record and file management, committee and/or board meeting coordination, and active participation in conference and special event planning. The Executive Assistant extends essential support to the CNO, particularly in matters related to the State Department of Health and other regulatory compliance documentation, as well as involvement in the ANCC Magnet Recognition Program. With a keen eye for detail, the incumbent accurately prepares and gathers all levels of communication, including emails, letters, minutes, and presentations, adhering to specified time constraints and prioritizing tasks effectively. Financial responsibilities include releasing payroll and additional wires for the finance treasurer, coupled with independent management of financial reimbursement for charity care to all non-hospital-owned practices. The position further involves strong project management skills to effectively plan, execute, and monitor special projects in close collaboration with the CNO, Nursing team, and CMO. Additionally, overseeing time card management for CMO#s direct reports. This role represents an integral part of the executive leadership team, contributing to the seamless functioning of high-level administrative processes within Hunterdon Health. Primary Position Responsibilities 1.#Calendar and Schedule Management:# Effectively organize and oversee intricate schedules for the Chief Nursing Officer (CNO) and Chief Medical Officer (CMO), ensuring their time is utilized optimally and priorities are scheduled with efficiency. Additionally, provide assistance in managing calendars for other executives and nurse leaders. 2.#Communication Oversight:# Proficiently generate and compile diverse communication materials, encompassing emails, letters, minutes, and presentations, within designated time constraints. Exhibit meticulous attention to detail and prioritize effectively while managing all forms of communication. Additionally, adeptly create impactful PowerPoint presentations and develop comprehensive organizational charts to enhance communication and presentation materials. 3.#Financial Administration:# Financial duties, such as overseeing payroll release and processing additional wires for the finance treasurer. Independently administer the financial reimbursement process for charity care across all non-hospital-owned practices. Maintain records of requests for payments, while diligently tracking expenses as needed. 4.#Regulatory Compliance and Program Support:# Provide crucial support to the CNO regarding State Department of Health and other regulatory compliance documentation. Actively participate in the ANA Magnet Recognition Program, ensuring adherence to program requirements. 5.#Committee and Event Management:# Facilitate the management of committee and/or board meetings, involving tasks such as agenda preparation and minute taking. Contribute to the planning of conferences and special events, ensuring seamless execution. Offer administrative support for various entities, including the Hunterdon Center for Surgery Board, Bridgewater Ambulatory Surgery Board, Quality Safety and Experience Committee, and multiple Nursing Councils within the Patient Care Division. Act as a dedicated liaison for board members. 6.#Special Project Collaboration:# Collaborate closely with the Chief Nursing Officer (CNO), Nursing team and Chief Medical Officer (CMO) to actively contribute to the successful management of special projects as required, showcasing flexibility and adaptability, as well as strong project management skills. Provide essential support in organizing and overseeing the Professional Achievement Levels and Certification process, ensuring smooth coordination and timely completion of all necessary tasks. Additionally, perform necessary data entry for the nursing team, maintaining accurate records and documentation. Furthermore, input required Magnet data into the Human Resources and ANCC database, demonstrating attention to detail and adherence to established protocols. This multifaceted role requires effective project management skills to streamline processes and enhance overall efficiency in support of organizational objectives. 7.#Time Card Oversight:# Manage time cards for CMO#s direct reports, ensuring accuracy and compliance with organizational policies and procedures. # Qualifications Minimum Education: Required: High School Diploma or Equivalent Preferred: Associate#s, Office Administration or Bachelor#s Degree, Business or related field Minimum Years of Experience (Amount, Type and Variation): Required: Minimum of 5 years of experience working in a fast-paced office environment using office automation. Preferred: Minimum 2-5 years of experience working as an Executive Assistant to a high level executive. License, Registry or Certification: Required: None Knowledge, Skills and/or Abilities: Required: - Organizational and planning skills - Advanced computer skills (Microsoft Office) - Strong written and verbal communication skills - Information gathering skills - Problem analysis and problem-solving skills - Judgment and decision-making ability - Initiative - Confidentiality - Team member - Attention to detail and accuracy - Adaptability

Position Summary

The Executive Assistant to the Chief Nursing Officer (CNO) and Chief Medical Officer (CMO) at Hunterdon Health is a pivotal role, providing top-tier administrative support to the most senior executives within the health system, is a pivotal role, providing top-tier administrative support to the most senior executives within the health system., written and verbal communications, and meticulous meeting and travel planning. Additionally, the role encompasses comprehensive record and file management, committee and/or board meeting coordination, and active participation in conference and special event planning. The Executive Assistant extends essential support to the CNO, particularly in matters related to the State Department of Health and other regulatory compliance documentation, as well as involvement in the ANCC Magnet Recognition Program. With a keen eye for detail, the incumbent accurately prepares and gathers all levels of communication, including emails, letters, minutes, and presentations, adhering to specified time constraints and prioritizing tasks effectively. Financial responsibilities include releasing payroll and additional wires for the finance treasurer, coupled with independent management of financial reimbursement for charity care to all non-hospital-owned practices.

The position further involves strong project management skills to effectively plan, execute, and monitor special projects in close collaboration with the CNO, Nursing team, and CMO. Additionally, overseeing time card management for CMO's direct reports. This role represents an integral part of the executive leadership team, contributing to the seamless functioning of high-level administrative processes within Hunterdon Health.

Primary Position Responsibilities

1. Calendar and Schedule Management:

Effectively organize and oversee intricate schedules for the Chief Nursing Officer (CNO) and Chief Medical Officer (CMO), ensuring their time is utilized optimally and priorities are scheduled with efficiency. Additionally, provide assistance in managing calendars for other executives and nurse leaders.

2. Communication Oversight:

Proficiently generate and compile diverse communication materials, encompassing emails, letters, minutes, and presentations, within designated time constraints. Exhibit meticulous attention to detail and prioritize effectively while managing all forms of communication. Additionally, adeptly create impactful PowerPoint presentations and develop comprehensive organizational charts to enhance communication and presentation materials.

3. Financial Administration:

Financial duties, such as overseeing payroll release and processing additional wires for the finance treasurer. Independently administer the financial reimbursement process for charity care across all non-hospital-owned practices. Maintain records of requests for payments, while diligently tracking expenses as needed.

4. Regulatory Compliance and Program Support:

Provide crucial support to the CNO regarding State Department of Health and other regulatory compliance documentation. Actively participate in the ANA Magnet Recognition Program, ensuring adherence to program requirements.

5. Committee and Event Management:

Facilitate the management of committee and/or board meetings, involving tasks such as agenda preparation and minute taking. Contribute to the planning of conferences and special events, ensuring seamless execution. Offer administrative support for various entities, including the Hunterdon Center for Surgery Board, Bridgewater Ambulatory Surgery Board, Quality Safety and Experience Committee, and multiple Nursing Councils within the Patient Care Division. Act as a dedicated liaison for board members.

6. Special Project Collaboration:

Collaborate closely with the Chief Nursing Officer (CNO), Nursing team and Chief Medical Officer (CMO) to actively contribute to the successful management of special projects as required, showcasing flexibility and adaptability, as well as strong project management skills. Provide essential support in organizing and overseeing the Professional Achievement Levels and Certification process, ensuring smooth coordination and timely completion of all necessary tasks. Additionally, perform necessary data entry for the nursing team, maintaining accurate records and documentation. Furthermore, input required Magnet data into the Human Resources and ANCC database, demonstrating attention to detail and adherence to established protocols. This multifaceted role requires effective project

management skills to streamline processes and enhance overall efficiency in support of organizational objectives.

7. Time Card Oversight:

Manage time cards for CMO's direct reports, ensuring accuracy and compliance with organizational policies and procedures.

Qualifications

Minimum Education:

Required:

High School Diploma or Equivalent

Preferred:

Associate's, Office Administration or Bachelor's Degree, Business or related field

Minimum Years of Experience (Amount, Type and Variation):

Required:

Minimum of 5 years of experience working in a fast-paced office environment using office automation.

Preferred:

Minimum 2-5 years of experience working as an Executive Assistant to a high level executive.

License, Registry or Certification:

Required:

None

Knowledge, Skills and/or Abilities:

Required:

- Organizational and planning skills

- Advanced computer skills (Microsoft Office)

- Strong written and verbal communication skills

- Information gathering skills

- Problem analysis and problem-solving skills

- Judgment and decision-making ability

- Initiative

- Confidentiality

- Team member

- Attention to detail and accuracy

- Adaptability