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Description

Position Summary:

THIS IS AN IN PERSON ROLE

The Executive Assistant (EA) holds a key role in the coordination of KCHC communication processes. He/she must possess business acumen and excellent communication skills. The EA is expected to handle administrative tasks, many of which are highly confidential, as assigned by the leadership team. The EA must be disciplined, organized, adaptable to change, and effectively manage multiple competing priorities. He/she must be a team player with the ability to interact effectively with all staff, providers, and the Board of Directors in a proactive and professional manor. He/she must be able to function successfully under pressure and meet deadlines. The EA must be proactive in anticipating needs for communication, coordination and documentation.

Essential Job Functions:

1. Serves as primary administrative support to the leadership team.
2. Efficiently manages all phone, email and in-person communication involving the leadership team and prioritizes requests efficiently.
3. Effectively manages all KCHC meetings, events, catering, invitations and calendars.
4. Serves as the primary in-house printer of documents, forms, business cards, presentations and other projects as requested.
5. Takes minutes at the majority of clinic and Board meetings; and distributes them appropriately.
6. Manages and maintains all of the KCHC administrative files.
7. Coordinates all KCHC staff and visitor travel logistics including temporary housing accommodations, flights, ground transportation and staff vehicles.
8. Processes all travel requisitions and reimbursements.
9. Prepares banking deposit slip, physically takes deposit to bank, or otherwise acts as one of the banking checks and balances and separation of duties.
10. Inventory management and purchasing for office and janitorial supplies and equipment.
11. Coordinates all staff and Board of Director (BOD) committee meetings and communication as necessary.
12. Serves as primary point of contact for the KCHC BOD; coordinates BOD meetings and maintains all BOD documents.
13. Coordinates in conjunction with HR Manager or Coordinator all KCHC staff and visitor travel logistics including temporary housing accommodations, flights and ground transportation as needed.
14. Assists Directors and Managers with special projects; such as data entry into the Electronic Health Record, managing employee health tracking, formatting and distributing large documents, or other projects as needed.
15. Assists Executive Director in conjunction with HR Manager or Coordinator with scheduling, planning and coordination of all medical student/resident visits and/or rotations.
16. Maintain contract database; maintain and organize contract documents and serve as the point of contact with Leadership on questions and assistance with contract information.
17. Primary responsibility for KCHC policy management, including file management, tracking expirations, informing appropriate staff when changes are necessary, and controlling original documentation.
18. Acts as super user for the KCHC phone system and coordinator for the after-hours nurse line.
19. Primary contact for mail delivery and distribution.
20. Primary contact for hospital facilities and administrative issues.
21. Primary contact for janitorial and maintenance needs.
22. Performs other related duties, as assigned, that support the overall mission and vision of Kodiak Community Health Center.

Qualifications

Essential Job Qualifications:

Education:

High school diploma/GED required. Associates/bachelors degree highly preferred.

Experience:

Three years previous business office, health care (hospital, clinic or physicians office) experience preferred. Must possess excellent communication, computer and customer service skills.

Licensure/Certification: None.

Other Qualifications:

Communication:

• Ability to effectively communicate, verbally and in writing, with all levels of staff personnel.

Collaboration:

• Team-oriented and able to work collaboratively with staff.
• Strong problem-solving and time-management skills.
• Ability to work independently in a fast-paced, medical office environment with frequent interruptions, public contact, and occasional crisis situations.
• Ability to maintain strict confidentiality with sensitive medical information and foster an ethical work environment.
• Ability and willingness to carry out responsibilities in accordance with the organization's policies and applicable laws.

Cultural Competence:

• Demonstrates complete understanding and responds effectively with sensitivity to special populations served by KCHC. Special populations include, but are not limited to, those defined by race, ethnicity, language, age, sex, sexual orientation, economic standing, disability status, migrant, homelessness, seasonal workers, and the uninsured.

Attendance:

Regular attendance and punctuality is expected and required.

English Language:

Must be able to read, write, and speak English.