Executive Assistant/Project Manager

Job Purpose & Position Overview

Reporting directly to the Chief Medical Officer of the WCHS, the Executive Assistant provides Operating support in a one-on-one working relationship with the CMO, CNO and CTO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Offices of the Chief Medical, Nursing and Transformation  Officers. The Executive Assistant/Project Manager also serves as a liaison to the Board of Directors, Department Directors, and Program Directors and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant/Project Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Specific Job Duties/Responsibilities:

• Demonstrate the Winnebago Tribe and WCHS’s core mission, vision, and values.
• Completes a broad variety of administrative projects and tasks for the CMO, CNO, CTO and other Operating Staff including: managing an extremely active calendar of appointments, distribution and dissemination of incoming and outgoing mail and composing and preparing correspondence that is sometimes confidential.
• Plans, coordinates, and ensures the schedule is followed and respected. Manages and fields all inquiries and requests.
• Operates as the Chief Medical Officer's receptionist, answering phones, greeting visitors and forwarding messages.
• Demonstrates and maintains professionalism and a high level of customer service with all interactions and matters in relation to the position.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CMO, CNO and CTO, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.

• Works closely and effectively with the Chief Medical Officer to keep well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CMO, CNO, CTO, some of which may have organizational impact.
• Learns and supports the Medical Staff Provider credentialling and recredentialling process.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting various documents, personal correspondence, and other tasks that facilitate the Chief Medical Officer's 's ability to effectively lead the organization.
• Organize and maintain all filing systems as required and ensures historical reference by developing and utilizing filing and retrieval systems.
• Makes travel arrangements and prepares travel documents for the CMO, CNO and CTO
• Compiles and maintains meeting and committee minutes as directed.
• Assist with budget process to include collection, organizing, and making changes as directed.
• Enters invoices for purchasing, projects, or budget data into the appropriate automated system and track to completion.
• Responsible for assisting with planning, designing, execution, monitoring and controlling projects.
• Develop a detailed project plan to track progress.
• Monitor and communicate project progress, budget, expenditures and schedules.
• Instrumental in data collection, outlining and developing project timelines on all projects assigned.
• Report and escalate project issues to management as needed.
• Duties listed are only an illustration of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the process.

Qualifications/Skills:

• Bachelor’s degree in an area of Business or other related field and 3+ years of applicable experience, or a combination of education and experience preferred
•  3+ years of experience supporting Operating level positions
• Strong organizational and multi-tasking skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity and excellent customer service skills
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Advanced in Microsoft Office (Outlook, Word, Excel, Access, and Power Point), and Adobe Acrobat.
• Possess a valid State Driver’s license and must meet driver’s eligibility guidelines.
• Proficient level written and verbal communication skills

Training Requirements:

• N/A

Physical Requirements:  

• Normal to light office work which includes the ability to lift up to 10 lbs. 
• Regularly required to walk, stand, and sit for extended periods of time and use hands to operate computer keyboard, phone, and various office equipment. 

Cognitive Requirements: 

• Reading, writing, calculating.
• Excellent social interaction skills. 

• Ability to reasoning, understand and analysis project data. 
• Ability to work effectively both independently and as a team.
• Good negotiation skills to ensure key stakeholder needs are understood and met. 

Language Requirements:  

• Must possess the ability to read, write, and speak the English language fluently. 
• Must be able to continually and effectively employ professional verbal and written communications skills. 

Certificates, Licenses & Registrations:

• All applicants will comply with 45 CFR 1301, Subpart D, Section 1301.31, C and D, which require all prospective employees to sign a declaration prior to employment regarding all arrests and convictions of child abuse or violent felonies and to comply with PL 101-630 and PL 101-637 regarding criminal records check.

WCHS is an equal opportunity employer. Employment practices are free of discrimination. As provided by Federal Law, all qualified Native American applicants shall receive preference over Non-Native American applicants. In the absence of qualified Native American applicants, consideration will be given to all other applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, genetic information, disability or any other reason prohibited by law in provision of employment opportunities and benefits.

Please note the position description duties, responsibilities, and activities may change at any time with or without notice.