Executive Assistant - Division of Patient Services - Union Hospital
: Job Details :

Do you want to work at one of the Top 100 Hospitals in the nation? We are guided by our values of Love and Excellence and are passionate about delivering health, not just health care. Come join us at ChristianaCare!

Christiana Care is looking for a full-time Executive Assistant to provide administrative support to the Chief Nursing Officer and Chief Medical Officer. To coordinate the overall endeavors of the executives in a professional and efficient manner ensuring confidentiality of all matters. The Executive Assistant has a strong attention to detail, thrives in a high paced environment and has a drive for excellence.

ChristianaCare is a nonprofit health system with a mission of service. We believe that the key to providing truly excellent health care is to partner with our patients and their families, building a system of care that is effective, affordable and valuable to everyone who is touched by it.

Principal duties and responsibilities:

• Interacts directly and behalf of executives on matters related to executives initiatives.
• Coordinate's activities related to short term special projects and events for CNO and Campus Operations Officers, included but not limited to, campus department and staff moves, well-being initiatives, construction projects, integration activities, performance improvement initiatives, monthly recognition events and holiday events.
• Manages temporary labor requests, interviews, and onboarding processes for hospital.
• Provides administrative support by attending meetings, completes high level summaries, composes agenda, drafts and types correspondence, schedules meetings, maintains up to date filing systems, screens calls and messages
• Prepares Power Point presentations and Excel spreadsheets
• Coordinates system-level coordination and activities on Campus.
• Schedules and manages executives' calendar using e-mail calendar system and provides all pertinent information needed for scheduled appointments.
• Anticipates Executive Leaders' needs and provides assistance to ensure manager is prepared for daily activities.
• Researches, prioritizes, and follows up on incoming issues; determines appropriate course of action, referral or response including bringing items for immediate action to Executives attention.
• Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.
• Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
• Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment
• Makes travel reservations, orders tickets, makes and confirms lodging and airline reservations, and prepares travel advance and expense reports.
• Maintains time and attendance information for the CNO and CMO departments including timekeeping for payroll for all direct reports
• Updates staff directory, distribution lists and organizational chart
• Processes invoices for vendor reimbursement
• Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
• Performs other related duties as directed.

Hours: Day Shift

Education and experience requirements:

• High School diploma
• Completion of a program in secretarial science or related field preferred
• Four years clerical, secretarial or administrative experience

Knowledge, Skill, and Ability Requirements

Knowledge of business office practices.

Knowledge of administrative methods and techniques.

Knowledge of office equipment and machines.

Knowledge of departmental policies, procedures, and operations.

Ability to plan, organize, and handle various tasks simultaneously.

Ability to use personal computer using word processing, spreadsheet and data base programs to enter, store, and retrieve information.

Ability to maintain confidential and sensitive information and materials.

Ability to interact effectively and maintain constructive working relationships.

Ability to establish and maintain departmental filing system.

Ability to work independently within established guidelines.

Ability to coordinate and implement changes in appointments and schedules.

Ability to exercise judgment, tact, and diplomacy.

Skill in oral and written communication.

About ChristianaCare

ChristianaCare was recognized as one of America's 100 Best Hospitals by Healthgrades, selected as one of the Most Wired Hospitals in the US by the American Hospital Association, and ranked by US News & World Report as the #3 'Best Hospital' in the Philadelphia region out of more than 90 hospitals. To learn more click on this link

ChristianaCare Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.