Executive Office Manager at AdventHealth

Date Posted: 1/5/2021

Job Snapshot

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Job Description

Executive Office Manager: AdventHealth Medical Group East FL
Location Address: Ormond Beach, FL 
Top Reasons To Work At AdventHealth Medical Group East FL
  • Career Advancement
  • Tuition Reimbursement
  • Competitive Salary
  • Great team of co-workers that feel like family
Work Hours/Shift:
  • Full Time, Monday-Friday. 
You Will Be Responsible For:
This position enhances the effectiveness of the CEO providing information and support to relieve CEO of office functions and increase the time CEO has available for executive level responsibilities. The individual in this role plans, coordinates and directs a broad range of services that allows the organization to operate efficiently and handles a wide variety of complex, time sensitive documents and confidential situations. Ensures smooth operations of the Executive Office by performing the following duties.
  • Manages, directs or coordinates administrative functions/services and clerical duties of the Executive Office to include direct management of calendars for CEO and COO and indirectly for CMO and CFO. Supervises and provides oversight of office staff, delegating projects or functions as deemed necessary, and assisting them in their roles when needed
  •  Responsible for the hiring process for department.  Completes performance evaluations timely and is involved in employee counseling, coaching and termination per policy.  Provides orientation for new employees and ensures compliance with department policy and procedure. Maintains high levels of employee engagement and job performance by providing recognition and opportunities for learning. 
  • Greets and assists patients, physicians, staff members, customers and telephone callers.  Handles physician and/or patient/customer complaints in a confidential manner, investigates and/or refers to appropriate resource and/or department for resolution. Maintains good relationships with the employee body, physicians, administration and community at large
  • Opens, sorts, reviews and routes incoming correspondence non-specific as to recipient and labeled directly to CEO. Establishes uniform correspondence procedures and style practices. Composes and types correspondence to routine inquiries communicating effectively in oral and written form.  Keep all matters that come to the office moving forward, while insuring appropriate follow-through.
  • Performs a wide variety of administrative reports and statements, which are confidential in nature and prepares correspondence in final form.  Ensures correspondence, documents and reports, leaving the Executive Office, are professional in appearance
  • Facilitates communication among senior management and directors engaging in a variety of contacts within and outside the Executive office in order to obtain or relay information, arrange meetings, etc. Often deals with individuals who are influential or important to the organization.
  • Manages and prioritizes various projects with input from multiple resources and completes project details gathering data and other necessary information pertinent to projects
  • Monitors and reviews incoming expense reports, check request forms, invoices and other documents from director areas to pertinent Executive Officer to ensure compliance with established Policy & Procedure.
  • Analyzes and organizes office operations and procedures.   Evaluates office production, reviews procedures, or devises new forms to improve efficiency of workflow.
  • Is responsible for the overall direction and coordination of the Executive Office functions and performs other duties as assigned by members of the Administrative Team.
  • Compiles preparation of records such as notices, minutes, resolutions and reports for the SOC and other Committees as needed. Communicates with board and Committee members regarding meeting activities. Attends, prepares and maintains minutes of SOC and other Committee meetings.
  • Attends and prepares agenda for weekly Admin Team meeting, and any other Executive meetings as needed.  
  • Supports administration in established Policies & Procedures (P&P) by managing duties related to annual policy review. Monitors departmental P&P compliance with established guidelines assisting Directors/Executives with P&P development, format and updating procedures
  • Maintains ARC policy site and electronic archive for regulatory purposes and legal claims. Distributes/communicates with Executive staff as necessary with regards to additions/changes or deletions to policies as needed
  • Maintains listings (i.e. agreement, board membership, organization charts) that may be required by others.
  • Prepares and processes Executive Officers expense reports as needed
  •  In coordination with CEO, plans conferences/retreats for Board, Directors and Physicians
  • Processes seminar reservations, periodical subscriptions, and book and video requests for CEO and maintains general office subscriptions (i.e. Modern Healthcare, MGMA, etc.).  
  • Initiates requisitions and/or monitors ordering of office supplies
  • Insures NetLearning/educational compliance for executive staff
  • Performs notarial acts for physicians and Executives per established policy
  • Assists in planning of office layout and initiates cost reduction programs
  •  Performs other duties as assigned 

What You Will Need:

  • Position requires an associate level degree (AA. Or A.S.) from Secretarial Science college and/or Office Management Program or equivalent two years college
  • Five years as an administrative secretary to Excutive Level officers with a level of college training as stated above
  • State Notary Public License

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances.

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