PURPOSE/DISTINGUISHING CHARACTERISTICS:
Under the general supervision of the CEO, assists with daily receptionist and administrative duties. The executive assistant is responsible for managing communication and schedules of key executive leadership staff within the facility.
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ESSENTIAL JOB FUNCTIONS
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NO. DESCRIPTION
1. Supports and models behaviors consistent with Pioneer Medical Center’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental, and outside agency standards as it relates to the environment, employee, patient safety or job performance.
2. Manages CEO’s calendar by scheduling appointments.
3. Answers multi-line telephones, directs calls, pages, takes messages, and provides or releases information in accordance with established policies and procedures. Screens and prioritizes calls as necessary.
4. Receives/greets and assists visitors whenever possible or directs to the appropriate individual or department as needed.
5. Completes online registration information gathering demographic, insurance information and accident information which results in the ability to provide correct information for patients, guarantor, and insurance follow-up.
6. Covers front desk during daily mail run and lunch breaks and during the occasional vacation.
7. Maintains PMC staff directory.
8. Assists with credentialing of locums and providers.
9. Maintains medical staff licensure, ensuring they remain current.
10. Ensures physician/practitioner documentation, BAA’s and insurance are all current and in good standing.
11. Maintains appearances in front lobby, updates licensure, HR, Payroll and QIC postings in lock box.
12. Housing- Acquires lodging for our traveling nurses, CNAs, and providers as well as managing rentals owned by the Pioneer Medical Center for our staff and travelers. Including updating online calendars, forms, etc…
13. Identifies needs and sets goals for growth and development; meets all mandatory system/departmental requirements.
14. Maintains competency in all organizational, departmental, and outside agency safety standards relevant to job performance. Performs safety and infection control procedures to ensure a safe and clean environment. Reports all concerns that may interfere with the safety and well-being of residents.
15. Responsible for coordination of PMC Board and Medstaff (Includes maintaining appropriate confidentialities as required) a. Minutes at Med Staff b. Minutes at Board Meetings c. Includes board committee minutes.
16. Manage and oversee PMC’s Marketing Team by driving market strategy for the organization. Plans and leads marketing committee meetings, manages organizations social media accounts and website. Tracks and develops plan for SEO. Develops and maintains marketing calendar and forecasts marketing trends.
17. Performs other duties as assigned or needed to meet the needs of the department/organization.
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KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
· PMC policy and procedures, both organizational and departmental
· Personal computers, hardware, and software
· Confidentiality requirements
· Patient’s/resident rights
· Customer Service
· Telephone Etiquette
SKILL IN:
· Professional communication skills, both verbal and written
· Current facility software programs
· Effective time management
· Operating multi-line telephone
ABILITY TO:
· Incorporate cultural diversity into all aspects of communication
· Communicate clearly and effectively, both verbal and written
· Establish and maintain collaborative relationships
· Concentrate and pay close attention to detail and work independently
· Operate required office machines
· Must be able to handle multiple tasks at one time
· Remain calm and professional in difficult or emergent situations
· Maintain composure in a position that has considerable deadlines
· Be flexible to facilitate change
COMPLEXITY & DIFFICULTY:
Position requires highest degree of integrity and confidentiality due to the sensitive nature of information handled; failure to maintain personnel confidentiality could result in legal action and employee satisfaction issues. The major challenges of this position are to complete all functions of the job in a timely and efficient manner, provide a warm and welcoming atmosphere to all residents, staff, and visitors. Maintain professional and open communications with all parties during both calm and difficult or emergent situations.
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MINIMUM QUALIFICATIONS:
· High school graduate or equivalent
· Previous office experience preferred
· Working knowledge of Office Suite and other operating systems
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WORKING CONDITIONS:
· Office environment. May be required to work varying shifts, weekends, or holidays. Category III: Tasks that involve occasional exposure to blood, body fluids or tissue, and Category I tasks are not a condition of employment.
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Blood Borne Pathogen Category: Category I: Tasks that involve exposure to blood, body fluids or tissues.
Blood Borne Pathogen Category: Category II: Tasks that may involve occasional exposure to blood, body fluids or tissues, but are not a part of the routine job description. Appropriate protective measures are readily available to every employee engaged in Category II tasks.
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The above is intended to describe the general content of/and requirements of the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
Look through our website, www.pmcmt.org, the Facebook groups "Big Timber Community" and "Big Timber Buzz” or call our Director of Human Resources at 406.932.4603 for more information about the area and this role.
Pioneer Medical Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, pregnancy, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.