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Executive Assistant

Company: Lancaster General Health
Location: Lancaster
Posted on: November 14, 2019

Job Description:

CompanyLancaster General HospitalCost Center3071 LGHealth Executive OfficeSupervisory OrganizationExecutive ProjectsGradeG11SummaryPOSITION SUMMARY:Provides support to the executive(s) in need, complying with best practice standards facilitated by the Lead Executive Assistant, to support the overall needs of the organization. This support will be given in a way that is professional and cohesive with the mission and vision of the organization.ESSENTIAL FUNCTIONS: Qualified individuals must have the ability (with or without reasonable accommodation) to perform the following duties:

  • Assists in the development of and complies with standard operating procedures as facilitated by the Lead Executive Assistant.
  • Performs executive gatekeeper and administrative functions for calendars, internal and external inquiries, general correspondence, contracts, purchases, meeting coordination, phone calls, emails, and requests. Determines priorities and handles using independent judgment.
  • Coordinates and tracks workflows, schedules, projects, including committee/board decisions, to ensure all are complete and accurate, while providing timely follow-up services. Provides research and support on special projects, preparing data, making recommendations, forming conclusions and occasionally presenting materials.
  • Anticipates and performs administrative functions for executives, including decision-making within authorized scope, directing the decision-making to the proper authority, and personally solving issues.
  • Coordinates executive travel arrangements (domestic and foreign), including working with outside agencies to determine favorable costs for transportation, lodging, schedules, meeting documentation and itineraries, while coordinating travel with other internal and external travelers. Performs the same for guests visiting Lancaster General Health.
  • Composes and prepares timely e-mails, correspondence, memos, presentations, and reports as needed using independent judgment. Transcribes from handwritten material. Types, formats, and proofreads a variety of materials using flawless grammar. Creates reports, charts, databases, spreadsheets, statistics, meeting minutes, etc. to support the executives needs with minimal guidance.
  • Anticipates and coordinates all aspects of meetings/conferences/events including logistics, technology and presenters for both internal and external locations. Creates and distributes invitations and agendas, builds relationships with meeting attendees, attends meetings to take notes and transcribes into minutes and distributes materials.
  • Sets-up, organizes, maintains and updates files to ensure strict confidentiality with all Lancaster General Health information, and maintains security of physical and electronic information. Inputs and maintains data in prescribed systems, including support of external groups because of executive participation.
  • Organizes and coordinates the flow of internal and external information while utilizing technology based communication platforms. Stays current on new and revised technologies, while sharing knowledge and supporting others, as appropriate.SECONDARY FUNCTIONS : The following duties are considered secondary to the primary duties listed above:
    • Provides administrative support, as directed, for executives direct reports. These duties include the essential functions listed previously and vary between areas, needs and frequencies.
    • Assists with on-boarding new employees, consultants and guests, as appropriate.
    • Responds to calls and visits from patients, their families, and the public-at-large; determining the urgency of the situation. Recommends appropriate referrals, informs executive when situation warrants the executives attention, and verifies follow-through and resolution.
    • Maintains established department/organization policies, procedures, objectives, quality assurance, safety, environmental and others as directed.
    • Maintains department equipment and supplies.
    • Attends meetings, as required and participates on committees, as directed.
    • Maintains professional growth and development through educational programs and in-service meetings.
    • Provides back-up support to the Executive Office Lobby and other support staff in the Executive Office as needed, while working in a team environment in a way that is professional, cohesive and respectful.
    • Other duties as assigned.JOB REQUIREMENTSMINIMUM REQUIRED QUALIFICATIONS:
      • High School Diploma or equivalent (GED).
      • 5 years experience in an Administrative Assistant role.
      • Proficiency of Microsoft Office software including: Outlook, Word, Excel, and PowerPoint.
      • Advanced proficiency of English grammar, composition, spelling and punctuation.
      • Exceptional communication/interpersonal skills with professional demeanor and the ability to make sound decisions with minimal direction.
      • Typing of 60 wpm.PREFERRED QUALIFICATIONS:
        • Associate or Bachelors Degree in a complimentary field.
        • Previous executive support in a health care executive office and/or an organization with 5,000+ employees.
        • More than three (3) years experience providing direct executive support and the ability to perform functions independently.COGNITIVE REQUIREMENTSAttention/Concentration: The following level of ability is essential for the jobholder to focus on certain aspects of current experience and reject others.
          • The position requires strong concentration skills. The individual must have the ability to voluntarily sustain concentration to a task over an extended period of time as a result of an effortful and usually deliberate heightened and focused state of attention.New Learning and Memory: The following level of ability is essential for the jobholder to learn and retain material.
            • A large portion of this position required reliance on verbal memory and new learning. Efficiency in processing of verbal information, either in written or spoken form, is a major requirement and prerequisite of the job. The individual must be able to attend to and process multiple bits of information simultaneously. The individual must be able to organize and categorize this information effectively so that later recall is feasible.Problem Solving, Reasoning and Creative Thinking: The following level of ability that is essential for the jobholder to think (in order to solve a problem) by combining two or more elements from past experience or imaginative thought.
              • The position required much autonomy of thought and problem solving. The individual must be able to apply principles of logical or scientific thinking to define problems. The individual must be able to think abstractly, which is manifested in the ability to form concepts, use categories, generalize from single instances, apply procedural rules and general principles, and be aware of subtle or intrinsic aspects of a problem. The development of hypothesis and potential solutions to problems involves careful interpretation, analysis and diagnosis. The individual must be able to collect data, establish facts, and draw valid conclusions. The individual must be able to think creatively with a degree of inventiveness, experimentation and intuition. They must be able to deal with a variety of concrete and abstract variables.APTITUDES: The following are essential requirements of the position in relation to job-worker situations. These items describe how a worker must adapt, adjust, conform or act.Repetitive work: Ability to continuously perform the same type of work for extended periods of time, according to set procedures, sequence or pace.Variety and change: Ability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure involving significant differences in technologies, techniques, procedures, environmental factors, physical demands, or work situations.Communication: Ability to exchange information with others clearly and concisely; to present ideas, facts and technical information.Interpersonal relations: Ability to maintain relationships that facilitate task accomplishment; to cooperate and resolve conflicts; to recognize needs and be sensitive of others.EQUIPMENT USAGE REQUIREMENTSEquipment/Tools: Computer, Phone, Copier, Printer, Fax, Office SuppliesSoftware: Microsoft Office Products, department specific software and hardwarePHYSICAL REQUIREMENTSRarely 0-10%; Occasionally 11-35%; Frequently 36-70%; Continuously 71-100%Body Position/Movement :
                • Sit: Frequently
                • Stand: Occasionally
                • Walk: Occasionally
                • Bend: Rarely
                • Push:Rarely
                • Pull:Rarely
                • Kneel/Squat: Rarely
                • Reach: Rarely
                • Twist: Rarely
                • Balance: Rarely
                • Climb: RarelyLifting: Degree of physical exertion is:
                  • Moderate , exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.Sensory Abilities specifically required:
                    • Vision
                    • Hearing
                    • Touch/FeelingPHYSICAL ENVIRONMENTWORKING CONDITIONS:
                      • Exposure to hazardous conditions/ materials is negligible.Disclaimer: This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. It is intended to be a reflection of those principal job elements essential for recruitment and selection, for making fair job evaluations, and for establishing performance standards. The percentages of time spent performing job duties are estimates, and should not be considered absolute. The incumbent shall perform all other functions and/or be cross-trained as shall be determined at the sole discretion of management, who has the right to amend, modify, or terminate this job in part or in whole. Incumbent must be able to perform all job functions safely.Penn Medicine Lancaster General Health, at http://lancastergeneralhealth.org/LGH/ a member of the University of Pennsylvania Health System (Penn Medicine), at https://www.pennmedicine.org/ is a 631-licensed bed not-for-profit health system with a comprehensive network of care encompassing Lancaster General Hospital (LGH), Women & Babies Hospital and the Lancaster Rehabilitation Hospital (in partnership with Kindred Healthcare) . Our membership in Penn Medicine brings together the strengths of a world-renowned, not-for-profit academic medical center and a nationally recognized, not-for-profit community healthcare system.Outpatient services are provided at the Downtown Outpatient and Suburban Outpatient Pavilions, along with additional outpatient centers and Express and Urgent Care locations throughout the region. Lancaster General Health Physicians is a network of more than 300 primary-care and specialty physicians, at more than 40 offices throughout the region . Pennsylvania College of Health Sciences is a private, co-educational, Middle States-accredited four-year college offering a variety of associate and baccalaureate degree and certification programs in healthcare.A four time designated Magnet hospital for nursing excellence, Penn Medicine Lancaster General Health has been recognized regionally and nationally for clinical excellence and patient safety; and ranked nationally by U.S. News & World Report as one of the nations best hospitals in 2015-16 in three specialties. It is also one of only seven hospitals in the country with all of the following distinctions:5 Star Rating on Medicare.gov Hospital CompareHealthgrades Americas 50 Best Hospitals 2017 at https://www.healthgrades.com/hospital-directory/pennsylvania-pa/lancaster-general-hospital-hgst7169e6a6390100Leapfrog Hospital Safety Grade AUS News List of High Performing Hospitals at https://health.usnews.com/best-hospitals/area/pa/lancaster-general-hospital-6231120EOE Race/Color/Sex/Sexual Orientation/Gender Indentity/Disability/Vet

Keywords: Lancaster General Health, Allentown , Executive Assistant, Other , Lancaster, Pennsylvania

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