Position Summary

The Administrative Assistant is responsible for providing administrative support for the executive management team of Palms Medical Group (PMG). Independent judgment is required to plan, prioritize and organize diversified workload and recommend changes in office practices or procedures.

Description of Primary Responsibilities

Responsible administrative duties for the executive management team:

• Provide reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members
• Provide general administrative and administrative support including mailing, scanning, faxing and copying to management
• Provide reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members.
• Complete research projects as required; analyze and assemble data for report preparation.
• Assists in monitoring, managing, and updating all contracts and agreements.
• Maintain filing system and overall confidentiality levels associated with performing duties as assigned.
• Monitors, manages and updates all contracts and agreements.
• Maintains updated policies for HRSA and AAAHC reviews.
• Assists with financial reports and internal reports to staff/providers.
• Ensure the everyone drive is up to date and well maintained.
• Manage and maintain the Board Room calendar on Microsoft Outlook.
• Type out correspondence letters, emails, memos, etc. (paper and electronic)
• Assist in preparation of presentation materials for meetings for executive management.
• Contributes to team effort by accomplishing related results as needed.
• Miscellaneous administrative support as directed by the CFO, CEO and executive management.
• Serve as a backup and assist in utilizing the Leadership Evaluation Manager (L.E.M.) system to:
• Ensure employee database is accurate.
• Reach out as needed to leaders for metric reports by department.
• Upload data for supervisors monthly.
• Attend meetings and video calls.

Description of Primary Attributes

General Development:

• Must be organized, self-motivated, and detail oriented.
• Job duties require the ability to work independently and as part of a team.
• Strong organizational and time management skills and the ability to prioritize to meet project deadlines. Self-motivation essential.
• Able to manage multiple tasks and reprioritize often.
• Good interpersonal skills with ability to communicate effectively.
• Able to communicate with leaders on all levels to gather information to meet deadlines.
• Excellent written skills. Ability to prepare senior leader level executive summaries and minutes.
• Expected to make decisions with little guidance.
• Expected to travel to all sites as needed to complete job duties.

Professional & Technical Knowledge:

• Strong organizational skills
• Thorough knowledge of Word, Microsoft Office / Teams
• Advanced experience in EXCEL creating spreadsheets, pivot tables, graphs and use of formulas required.
• Minimum of 3 years of clerical and or Administration duties in a healthcare setting is preferred.
• Ability to speak effectively with management and staff.
• A high school diploma, or GED.

Licenses & Certifications:

Current BLS (basic life support) certification is required

Physical/Mental/Emotional Demands:

• Standing for long periods of time
• Sitting for long periods of time
• Viewing a computer monitor for long periods of time
• Bending
• Stretching / Reaching
• Walking short distances
• Lifting up to 50 pounds
• Operating office equipment (computer, fax machines, telephones and copy machines)
• Reading forms / Instructions / Patients Charts
• Communicating well to people of various ages, educational levels, cultural backgrounds in person or by telephone
• Exposure to potentially violent / irate patients
• Health / Safety Consideration of Position
• Exposure to chemical infectious / contagious illness
• Exposure to chemical and inhalation of antibiotics during reconstitution
• Exposure to X-Ray radiation
• Exposure to a variety of scents and odors
• Must utilize universal precaution in clinical or exposure situations as prescribed by federal state, and local guidelines and /or laws