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Providence Executive Assistant in Kodiak, Alaska

Description:

Providence is calling an Executive Assistant (Hospital Administration, Days , 1.0 FTE) to Providence Kodiak Alaska Medical Center in Kodiak Island, Alaska . We are a community of caregivers delivery every day on our Mission to provide compassionate care that is accessible for all - especially those who are poor and vulnerable.

In this position you will:

  • Under minimal supervision, provides strategic administrative support to the Providence Kodiak Island Medical Center Executive Leadership team to support optimal use of their time and resources to achieve all short and long term goals. Serves as Contract Manager for the ministry.

  • Research, prioritize, and follow up on incoming issues and concerns identified by and/or addressed to the CEO and/or Leadership Team, including those of a sensitive or confidential nature. Recommend appropriate course of action, referral or response.

  • Provide administrative support to Administrator, Chief Nurse Executive and other assigned executives and departments. Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; translates goals into daily/weekly action plans; confirm and support execution of plans.

  • Serve as the administrative “gatekeeper” for the Administrator, Chief Nurse Executive, Chief Financial Officer, and other executives as assigned. Coordinates and maintains the executives’ electronic appointment calendars. Weighs priorities, obtains appropriate background information, and schedules appointments to optimize time management.

  • Successfully coordinates critical writing, editing, and communications tasks, including initiating and drafting correspondence; recording minutes of meetings and telephone conference calls; compiling information and preparing summary reports; overseeing and prioritizing incoming or outgoing mail and messages, and preparing information for presentation or publication. Exercise independent judgment and decision-making in handling incoming and outbound information and material, working with a wide variety of internal and external customers.

  • Serve as Contracts Manager for the ministry, and functions as domain expert on select areas and issues. Provides guidance and leadership relating to contracts, including oversight, counsel, guidance and training to contract authors or serves as an individual contributor.

  • Draft contracts, tracks and monitors contract changes, deliverables, correspondence and risks, and maintains associated documentation. Oversees resolution contractual issues. Prepares and disseminates information regarding contract status, compliance and modifications.

  • Ensure physician contracts are routed appropriately to determine contracting database.

  • Serve as a travel coordinator for the Servant Leadership Team and others as assigned.

  • Provide administrative support and serves as the liaison and primary contact for the Community Advisory Board of Directors and associated working groups.

  • Establish warm working relationship with the Board Chair, closely supporting goals and strategic plan of the Board.

  • Engineer and execute all Board meetings and events. Create meeting timelines; prepare and distribute meeting notifications and agenda materials; managing all correspondence around meeting execution.

  • Attend all Board meetings and record and circulate minutes.

  • Onboard all new board members per Ministry Board guidelines, ensuring background check requirements and met and an in-person orientation with the CEO is completed.

  • Perform additional team responsibilities:

  • Attend Executive and Servant Leadership meetings; records minutes of meetings and maintins up-to-date Sharepoint resources.

  • Attend various other team and ministry-wide meetings regularly and with enthusiasm to foster creative collaboration and shared problem solving.

  • Manage ministry-wide room scheduling calendar, choosing meeting spaces with discretion. Scheduling, rescheduling, and disseminating information as appropriate.

  • Work collaboratively with all department leaders to ensure that emergency preparedness goals and objectives are fully supported. Coordinates with program leaders to update the Emergency Operations Plan (EOP), Emergency Management Plan, and Department Disaster Plans, Memorandums of Understanding/Agreements.

  • Collaborate with a wide variety of offices and individuals to assist in all organizational integration efforts to fulfill strategic objectives, best practices and outcomes for the integrated health system.

  • Work collaboratively with Operations and Administrator to review, establish and maintain physician and business associate contracts.

  • Complete Competency Plan for assigned job and department.

Qualifications:

Required qualifications for this position include:

  • H.S. Diploma or GED

  • Five (5) years progressive experience managing office administrative functions, projects, and/or liaison for executive level management.

Preferred qualifications for this position include:

  • Bachelor's Degree.

  • One (1) year experience in a medical setting with experience in medical terminology.

  • Strong background in Project Management, Contract Management, and/or Project Coordination.

  • Kronos experience.

About Kodiak Island Medical Center

Providence Kodiak Island Medical Center (PKIMC) provides comprehensive health care to residents and visitors of Kodiak Island. This critical access hospital features 25 acute care beds, including four birthing suites, one OB triage room, and two ICU beds. In addition, the Elder House, PKIMC’s long term care facility, has 22 beds.

PKIMC provides an extensive array of inpatient and outpatient services, including emergency department, surgery, laboratory services, maternity, general medicine, physical therapy, occupational therapy, respiratory therapy, sleep studies, specialty clinics, diagnostic imaging services and pharmacy and is staffed by a mix of primary care physicians, surgeons and specialists who provide family practice, internal medicine, obstetrics, radiology and general practice.

For more information regarding Providence Kodiak Island Medical Center, please click on the following link: http://providence-kodiakhealthcare.jobs/

For information on our comprehensive range of benefits, visit:

http://www.providenceiscalling.jobs/rewards-benefits/

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: Alaska-Kodiak

Req ID: 290653

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