Executive Assistant

Where compassion meets innovation and technology and our employees are family.

JD Attached*

GENERAL PURPOSE OF JOB:

The Executive Assistant to the Vice President of Clinic & Physician Practices serves as a representative for the Physician Group Administrative office to promote a positive image with interactions with the following contacts:

• CPSST Board of Directors and CMO
• Driscoll Executive Staff & Leadership
• Employed Providers & Medical Staff
• Patients/Families
• Employees
• Other Hospital Administrations
• Corpus Christi Business Community

The Executive Assistant to the VP, Clinic and Physician Practices, also protects sensitive legal matters in a privileged and confidential manner at all times; takes a proactive stance in recognizing potential conflicts before they arise and places the highest priority on working toward resolution of conflicts at all levels when the need arises.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not intended to be all-inclusive; employees will perform other reasonably related business duties as assigned by the immediate supervisor and/or hospital administration as required.

• Maintains utmost level of confidentiality at all times. Demonstrates business practices and personal actions that are ethical and adheres to corporate compliance and integrity guidelines.
• Greets visitors, ascertains nature of business, and escorts visitor to appropriate person/area.
• Adheres to hospital policies and procedures.
• Establishes and maintains good communications/relationships with senior staff, physicians, nursing staff, support staff, peers and external customers.
• Cultivates a proper office manner and works as a team player to help fulfill the VP’s job responsibilities.
• Fully participates in maintaining a positive team environment that is conductive to customer satisfaction.
• Maintains complete control of the VP’s calendar of activities at all times to promote an environment in which the VP can work effectively and successfully.
• Takes responsibility and performs required multifunctional executive office tasks without direct supervision.
• Prioritizes and plans work activities effectively and in an organized fashion.
• Looks for ways to improve and promote quality in the Department.
• Performs executive office skills including, but not limited to the following: Prepare, compose and edit documents and correspondence, prepare meeting agendas & minutes, develop presentations and reports, schedule appointments, coordinate meetings, conferences and special events, assist in moving evaluations and expense reports through the approval process, arrange travel, provide oversight of timekeeping process and act as administrative resource to Senior Directors and employed physicians.
• Strong Microsoft Office skills.
• Gathers data and other necessary information for preparing various reports and presentations. Types and reproduces written materials or correspondence.
• Coordinates location, catering, presentation materials, audio-visual support and notification of meetings, appointments, conferences, telephone calls, etc. Records/transcribes meeting minutes from various meetings.
• Interfaces with the Contracts Admin manager on contract administration, assisting with clerical work and ensuring that contract terms are up-to-date.
• Participates in preparing material for use in newsletters, fax blasts or other communications that are sent to providers and/or members.

ADDITIONAL RESPONSIBILITIES:

• Assist in immigration application processing and establishment of public access files.
• Assist in maintenance of the contract database, monitoring of contract renewal deadlines and other review periods, contract master filing system and contract approval forms.
• Assist with medical professional liability claims loss history reports and other documents upon request.
• Assist with CPSST Board meetings and documents as circumstances warrant.
• Assist in the completion and maintenance of corporate documents.

EDUCATION AND/OR EXPERIENCE:

• Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.