Executive Administrative Assistant

Employee Name: Position:
Executive Administrative Assistant

GENERAL SUMMARY
Employees are hired with an expectation to help carry out the vision of overall health and wellness of Metro Dermatology’s (NY & NJ), patients and community. Employees are expected to exhibit professionalism, which includes but is not limited to, treating customers and co-workers with respect and dignity, aligning behavior with customer service principles, maintaining customer and patient confidentiality, abiding by employee guidelines for professional behavior, appearance, and communication, exhibiting teamwork behaviors, being effective in conflict resolution, helping others to understand issues and accept changes, demonstrating high standards of work performance and flexibility, maintaining positive interdepartmental relationships, keeping a positive attitude, and adhering to the policies and procedures of the organization. Educational requirements for most positions generally include at a minimum a bachelor’s degree or equivalent. Other requirements include communication skills, basic computer skills, and strong organizational habits.

Job Summary:

The Executive Administrative Assistant is responsible for providing project/program support and a variety of moderately complex clerical functions (gathers, receives, classifies, reconciles and consolidates data, moderate data analysis), coordinates efforts (e.g., scheduling appointments, tracking, supervising surveys, preparing presentations, etc.) with assigned staff, compiles information and prepares reports, summarizes documents, responds to routine and non-routine inquiries and complaints, greets and directs visitors, etc.) and other related duties for the Chief Administrative
Officer and the Chief Operating Officer.

Project Support responsibilities include preparation of project relevant materials: assisting with project and event planning and implementation; managing the logistics of and coordinating content development for meetings, conferences, and other project-related events; assisting with the design, development and dissemination of project products and reports; assisting with project data collection activities to maintain and improve the effectiveness of the workflow and ensure effectiveness and efficiency.

Clerical Support includes:

• Preparation and proofreading of documents. Independently prepares responses to routine correspondence.
• Coordinating: Assists with scheduling appointments/interviews. Follows up on action items. Assist in preparing for business travel and other related duties. Special events planning such as the end of year celebration and coordinating construction and expansion projects.
• Clerical Support: Provide clerical support (photocopy, mail, and file, data entry etc)) and other related duties as needed. Meets and greets business counterparts; Resolves non-routine situations based on established policies and procedures and refers unsolved issues and questions to the appropriate party. Assist with documenting and maintaining employee manuals and handbooks.
• Vendor Support – Supports vendor coordination to resolve issues with recruiters, temp agencies, ADP etc.

Reporting Relationships:
Reports to:
The Assistant works under the direct supervision of the Chief Administrative Officer.

Security Access: Based on matrix in HR - each position will be assigned “HIGH.”
Employee has access to restricted or confidential patient/financial information and must comply with the terms of Metro Dermatology (NY and NJ) Security Policies as it applies to their job role.

Job Qualifications
Required Education: Bachelor’s degree from an accredited university.
Preferred Education: Bachelor’s degree
Experience: At least one (1) year of office experience and/or in project coordination a plus
Skills:
Language: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to present information effectively in one-on-one and small group situations to customers, clients, physicians, and other employees of the organization.

Bi-lingual in English and Korean and/or Spanish language abilities are a plus.

Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Computer: Ability to operate Microsoft Office Suite and Google Platform. Previous exposure to electronic patient management systems. Ability to acquire working knowledge of EMR and Scheduling software.
Other Equipment: Ability to use telephone, fax machine, scanner, copier, and other similar equipment typically used in a physician office setting
Physical Demands/Work Environment
Travel may be required. However, most of this work is performed indoors during regular business hours, with minimal physical requirements such as moving around the office and typing on a computer.

PRACTICE SUPPORT AND CONDUCT

1. Reports and coordinates Metro Healthcare Management's needs and requirements with CAO and COO for proper delivery of care and duties.

2. Establishes and maintains courteous, tactful and professional level of interpersonal skills necessary to deal effectively with Patients, Guests, Medical Staff, Co-workers, External business associates, Exhibits positive practice values in all interpersonal contacts.

3. Demonstrates effective communication skills; is able to report and convey required information verbally or in writing; maintains required level of confidentiality; consults with and/or advises appropriate personnel of situations requiring follow-up or attention.

4. Conforms to Metro Healthcare Management's organizational and departmental policies and procedures including but not limited to: Mission & Values Corporate Compliance
Confidentiality Agreement Rules of Conduct as outlines in the “Guidelines for Employees” handbook Dress Code

5. Establishes and maintains a history of regular attendance; makes appropriate use of PTO, and observes department call-in procedures for absence; establishes and maintains punctual work habits. Exhibits timely arrival and departure and dependable time habits including meal and other breaks.

6. Attends/participates in mandatory facility-wide and department training/meetings as required
(including but not limited to: annual education, safety training, etc.). Is able to demonstrate and apply knowledge of fire, safety, security and disaster procedure regulations as presented in policies and procedures, outlined in safety manual, and as pertains to each work area.

7. Supports departmental and organizational Mission through: Appropriate use of resources – conserving equipment, supplies and personal time, and personal calls Providing assistance to team members Accepting work or schedule assignments Participating in performance improvement process as required.

INITIATIVE AND JUDGEMENT: The Executive Assistant is to be considered a generalist able to handle multiple areas of expertise in a fast-paced environment. Individual may at times be required to work alone with minimal supervision.

RESPONSIBILITY FOR CONTACT WITH OTHERS: The Executive Assistant has continual contact with all levels of staff, patients, family members. Ordinary courtesy is adequate but may encounter situations where special tact, such as escalating practice management issues to the appropriate parties is required.

RESPONSIBILITY FOR LEGAL COMPLIANCE AND CONFIDENTIAL INFORMATION: The Executive Assistant must practice confidentiality regarding all Practice information in the planning stages. Confidential patient information is used routinely throughout the day. This position requires knowledge of and compliance with corporate compliance, OSHA, HIPAA, local, state, and federal laws, EMR, EMA and other requirements as they relate to his/her/their responsibilities, department, and the Practice.

RESPONSIBILITY FOR USE OF RESOURCES: This position requires frequent use of resources of moderate value. Appropriate use of resources is expected – conserving equipment, supplies and personal time, and personal calls.

JOB DESCRIPTION SUMMARY STATEMENTS:
This job description is intended only to describe the general nature and level of work done by people assigned to this job. It is not intended to provide an exhaustive list of duties, or requirements. All employees are expected to follow the direction of their Managers. I have read and understand the above job description:

This position description reflects the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job, nor as a contract of employment. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. The responsibilities listed may be subject to change at any time and individuals may be asked to perform duties outside of their regular responsibilities to support the ongoing operations of Metro Dermatology (NY & NJ).

Job Type: Full-time

Pay: $20.29 - $24.44 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Preferred)

Ability to Commute:

• Fort Lee, NJ 07024 (Preferred)

Work Location: In person