Executive Assistant To Coo

Welcome to Zufall Health!

Position Summary

Reporting directly to the Chief Operating Officer (COO), the Executive Assistant to the COO/Receptionist provides executive, administrative, and development support to the Operations staff including the COO, the VP of Safety and Regulatory Compliance, the SVP of Site Operations, Director of Facilities, and others as needed. The Executive Assistant will be responsible for administrative tasks and overseeing special projects. The Executive Assistant serves as a receptionist for Zufall Health's administrative offices, providing a welcoming environment for patients, staff, and visitors.

Essential Functions, Duties, and Responsibilities

Executive Assistant

• Assists the COO and the VP of Safety and Regulatory Compliance with daily administrative duties and completes a broad variety of administrative tasks that include completing expense reports; composing and preparing correspondence; overseeing special projects; arranging agendas and compiling documents for meetings.
• Identifies and anticipates needs of COO and the Operations team and execute accordingly, to ensure the Operations department's workflow runs smoothly.

• Provides administrative support to the Operations Department and other managers as needed.

• Coordinates logistics with high-level meetings both internally and externally.
• Answers incoming phone calls for COO and responds to caller inquiries or route calls as appropriate.
• Coordinates and maintains business calendars and contacts in Outlook.
• Drafts reports, and proposals; prepares and coordinates oral and written communication with the Operations team.
• Performs administrative functions such as making copies, sending faxes, filing, etc.
• Assists in setting up special events, visits, and meetings.
• Prepares meeting documents and maintains files accordingly.
• Books conference rooms and related activities (e.g. ordering food for a working lunch with business partners or staff)
• Aids and support on evenings and weekends, as needed.
• Transcribes source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Attends meetings and prepares the initial draft of minutes and summaries, monitor attendance, distribute agendas, attachments, and documents.
• Assists with the tracking and organization of biannual Employee Satisfaction Surveys including assigning and reminding staff of deliverables, setting deadlines, compiling data and averaging scores by site and provider; and disseminating results to individuals.
• Monitors the HIPAA consent internal audit in Tableau, and reports findings to the VP of Safety and Regulatory Compliance.
• Assists with completion of required HIPAA monitoring activities in Zufall's compliance platform.
• Coordinates and completes an annual Hazard Vulnerability Analysis per Zufall's facility with the SVP of Site Operations and each site manager.
• Coordinates information retrieval of monitoring activities from each department for the Compliance and Safety committees.
• Completes special projects including creating PowerPoint presentations, spreadsheets, special reports, and meeting materials.
• Captures and process data for several QA projects while working in conjunction with the operations team.
• Learn and apply the trauma informed care principles with the scope of my position (this must be a list point in the KSA section)
• Performs other duties as assigned.

Receptionist

• Takes charge of the front desk operations including but not limited to, answering phones, mail processing, accepting package and other deliveries, greeting, announcing, and signing in patients/visitors/guests
• Greets visitors/patients to the 2nd floor offices and alerts staff to guest/patient arrivals. Interacts in a professional manner with all employees, visitors, consultants, and patients.
• Responds to questions, comments, or concerns and directs them to the appropriate party.
• Processes incoming mail.
• Answers phone calls and directs calls to appropriate parties.
• Understands key functions of the Patient Representative position and provides support/assistance as needed to patients.
• Coordinates with other administrative staff to ensure coverage of reception desk, mail and other deliveries, lunch relief, and phone duties.  Exec Assistant to CEO is lead coordinator.
• Generates financial reports for patient transportation services; expense and credit card reports for senior leadership.  
• Performs other duties as assigned, including supporting other departments as needed.

Knowledge, Skills, and Abilities

• Proficiency in Windows, including MS Word, EXCEL, PowerPoint and graphic applications required.
• Proficiency in eClinicalWorks (eCW) required.
• Excellent written and verbal communication skills, telephone skills and etiquette.

• Fluency in spoken and written Spanish required.

• Strong analytical, problem-solving, and assessment skills.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; plan and perform complex administrative duties; establish priorities and organize work.

• Highly organized and able to meet multiple deadlines.

• Excellent interpersonal skills and ability to work cohesively with a team and build working relationships with others.
• Ability to exercise interpersonal skills using tact, patience, and courtesy.

• Excellent time management skills.
• Self-starter and the ability to work independently with minimal supervision and with professional discretion.

• Ability to maintain confidentiality in all organizational matters.

Education, Training, and Experience

• Bachelor's degree in business administration, health services, public health, or related field.
• 3 to 5 years providing support for upper-level management in a related organization (i.e., population, social sciences, public health).
• Secretarial experience of a minimum of 3 years.
• English and Spanish fluency required