JOB PURPOSE:

The Senior Executive Administrative Assistant (SEAA) is responsible for providing advanced, diversified, and confidential executive-level administrative support to the Chief Executive Officer or Chief Clinical Officer of advanced complexity that requires greater independent judgment and decision making for the position and its varied organizational operations. In this role the SEAA is required to fulfill executive-level administrative functions that require a broad and comprehensive knowledge and technical experience of administrative operations, policies, and practices for the organization, and may at times act on behalf of the assigned executive-level officer. The SEAA provides managerial leadership to the Professional Services Staff on scheduling coordination for providers and associated departments. Dependent upon assignment, this position may provide support to the Board of Directors or supervises assigned staff members. SEAA in this position will perform all functions and responsibilities of the position at a location assigned by management.

The SEAA in this position works with administrative supervision and review, and any work problems involving departures from standard policies, interpretations, or procedures are reviewed with the supervisor for direction and resolution. The incumbent will possess the comprehensive organizational knowledge and experience to provide recommendations and implement resolutions for problems, issues, or situations within the assigned area of responsibility.

Essential Job Functions:

• Performs all assigned administrative projects, duties, tasks, responsibilities, and assignments supporting organizational operations within established time frames; meeting established rates of performance for the quality and quantity of work for the position; demonstrating a level of self- initiative, quality, efficiency, and accuracy in the employee’s job performance that ensures the highest standards of excellence.
• Maintains at all times organizational, employee, and/or patient confidentiality by controlling the environment and information being disclosed to authorize individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted human resources confidentiality standards.
• Understands and complies with all organizational Code of Conduct standards, Policies and Procedures, and Service Excellence requirements with all patients, visitors, employees, and internal/external clients or representatives.
• Provides support for the Board of Directors and board meetings by performing all functional and operational requirements, such as: development and preparation of meeting materials, facility scheduling and coordination, and the documentation and distribution of meeting minutes.

• Serves as a contact point and informational resource for executive-level and organizational administrative operations; tracking and ensuring that any issues, complaints, problems, or requests are brought to a timely and effective resolution.
• Demonstrates the comprehensive and specialized knowledge, understanding, and technical skills of organizational operations to complete all assigned administrative projects, duties, tasks, responsibilities, and assignments, such as:
  • Working with organizational operating systems, programs, and/or business software.
  • Generates and distributes scheduled, or ad hoc system reports and/or summary information, as assigned or requested for distribution to organizational and departmental leadership or staff, as well as other internal/external clients or representatives through utilization of available reporting programs linked to organizational databases, programs, or systems.
    • Conducts research, prepares statistical reports, processes information requests.
  • Provides administrative support to other staff members in the performance of their assignments and organizational operations supporting patients, visitors, employees, and internal/external clients or representatives:
• Provides high-level administrative support by performing administrative functions, projects, tasks, and duties, such as:
  • Coordinates, manages, and maintains a complex business calendar, which includes assessing priorities and urgency, and managing the calendar with minimal disruption.
  • Coordinates travel arrangements and trip planning, processes expense reimbursements, and assumes responsibility for all administrative work that supports achieving optimal business results.
  • Serves as project coordinator for small team projects; handling matters proactively, expeditiously, and following-through to successful completion of the project.
    • Conducts research and compilation of project data or information; creates professional level summaries and reports on the project performance; performs and ensures that the objectives and deliverables of assigned projects are achieved and meet the defined standards.
  • Coordinates organizational events, meetings, and presentations; ensures the proper communication of the events and distribution of information throughout the organization.
  • Anticipates requirements and opportunities to create operational efficiencies and develops creative solutions for achieving them.
• Performs the scheduling and coordination of assigned organizational, staff, and ad-hoc meetings; coordinating and scheduling room availability, creating and distributing agendas, taking, and transcribing meeting minutes, preparing, and distributing information packets, while maintaining meeting records and documents.
• Demonstrates an understanding of and proficiency with the application of all Joint Commission Accreditation standards and reporting requirements applicable to a Senior Executive Administrative Assistant.
• Provides direction, leadership, and day-to day administrative management of education activities to include onboarding for rotating various clerkships, preceptors, shadowing, medical students, and residents. Manages, maintains files and processes all onboarding facets, not limited to general orientation, requesting computer/systems accesses, securing ID badges, and health center compliancy. Interacts with various school affiliations and placement, 
• Regularly interacts with board members, internal and external executives, or community leaders, and initiates follow-up actions as needed.
• Supervises assigned members prioritizing and assigning work; coordinating, monitoring, and supervising staff members by providing guidance and direction on the successful completion of assigned tasks, duties, and responsibilities that support the successful achievement of department goals and objectives.
  • Provides direction to all assigned staff members related to performance management, conducts employee performance evaluations, employee discipline, as well as problem and/or conflict resolution; provides decision recommendations as to the employment or retention status of staff members.
  • Participates in the recruitment, orientation, and training of staff members for the various required duties, responsibilities, and assignments within the unit, responsible for the effective supervision of all staff members in regard to compliance with all policies and procedures, discipline processing, or employment status.
• Demonstrates an exceptional and professional level of customer service; answering and responding to all incoming calls, emails, and inquiries in a timely and effective manner, responds to requests for support providing general information in response to inquiries; referring technical inquiries or complaints to the appropriate department member for resolution, when required.
  • Consistently acknowledges and greets patients/visitors/clients in a warm professional manner by maintaining eye contact, and a friendly professional smile, serving as a positive role-model at all times.
  • Communicates effectively through written, verbal, and interpersonal skills as applied when interacting with patients or visitors, employees, and internal/external clients or representatives, successfully conveying and exchanging information in a positive manner.
• As a team player demonstrates self-initiative by being aware the work environment in order to assist co-workers and others while maintaining and enhancing a respectful and positive attitude in the work environment.
• Provides a bridge for smooth communication between executive leadership and board members, internal departments, and community members, demonstrating and maintaining credibility, trust, and support.
• Performs the processing, submission, and tracking of documents, such as: reimbursement requests, invoices, requisitions, or work orders within established limits and procedures; obtains appropriate approvals and completes submission of the respective documents to the correct department for payment.
• Tracks expense and operational budgets; creates accurate executive fiscal summaries and reports.
• Maintains a clean, safe, and hygienic work environment in compliance with all Policies and Procedures including but not limited to work areas, workstations, examination rooms, hand washing, infection prevention and control etc. for this position.
• Demonstrates an understanding of and proficiency with the application of all compliance and reporting requirements respective to Joint Commission Certification (JCC) standards.

Minimum Education and Experience:

• Bachelor’s Degree in a related field from an accredited college or university.
• Seven (7) years’ as an administrative assistant, preferably in a healthcare with three (3) years’

of which must have been in a senior administrative assistant position, or a position requiring similar skills.

• Five (5) years’ supervisory or managerial experience; preferably in a healthcare environment.

If applicable, equivalent combination of education and experience may be considered, and must be directly related to the functions and responsibilities of the job.

Required Licenses, Certifications, and Registrations:

• Level I fingerprint clearance card: current valid and in good standing or have applied for it within seven working days after beginning employment.
• Employees in this position are required to have reliable transportation that can meet any operational reassignments of the organization during the workday. If an employee is driving during work hours, the employee is required to possess a valid driver’s license and must comply with Arizona vehicle insurance requirements.

Preferred Education, Experience, Skills, Abilities:

• Bilingual (English/Spanish) with the ability to speak, read and write in both languages.

Core Competencies:

• Performance Management
• Conflict Resolution
• Process Improvement
• Quality Management
• Foster Teamwork
• Stress Management/Composure
• Coaching/Supervision

Management Duties:

• Direct supervision of staff as assigned.
• Participates in recruiting, selecting, orienting, and training staff as assigned.
• Schedules staff, conducts employee training, professional development, and annual performance reviews as assigned.
• Accomplishes department objectives by planning and evaluating department activities and by managing staff.

El Rio Health is a diverse and inclusive organization. We are invested in helping you and your family Create Tomorrow.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

El Rio Health does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age 40 and over, disability, genetic information, military status, ancestry, marital status, familial status, or any other status protected by law or regulation. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

El Rio Health requires all employees (except those 100% working remotely) to have a Level One Fingerprint Clearance card. A.R.S. 36.425.03. If the prospective employee does not possess this prior to hire, fingerprint application must be completed within 7 days post hire.

All employees are strongly recommended to obtain COVID 19 and maintain vaccination status (i.e. as recommended by CDC and/or other public health agencies) to include an Influenza vaccination. Personnel who decline to receive COVID 19 and/or flu vaccination per most recent CDC recommendations will be recommended to wear a facemask while in an El Rio Health facility, including both clinical and non-clinical areas from November 1 to April 30 (subject to change depending on viral activity). Subject to exemptions and accommodations when required by law.

All employees are required to undergo drug testing prior to employment and, will be subject to post-accident, reasonable suspicion, return to duty and follow up drug and alcohol testing in compliance with Federal and State regulations for alcohol and controlled substance testing. Employees in positions holding responsibility for the safety and welfare of others will also be classified as safety sensitive. 

El Rio Health is a non-profit 501(c)(3) Federally Qualified Health Center (FQHC) and abides by all applicable federal Drug-Free Workplace standards. El Rio Health is an equal opportunity employer.