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Executive Office Administrator

Company: Peak Vista Community Health Centers
Location: Colorado Springs
Posted on: August 17, 2019

Job Description:

Peak Vista Community Health Centers is a non-profit healthcare organization whose mission is to provide exceptional healthcare to people facing access barriers. We provide primary care services (medical, dental and behavioral healthcare) through 26 outpatient health centers in El Paso, Teller, Lincoln, Adams, Arapahoe, Elbert, and Kit Carson counties. We deliver care with our strong "Hospitality" culture. Our organization has over 900 employees and serves 94,000 patients in the Pikes Peak & East Central region. Peak Vista is accredited by the Accreditation Association for Ambulatory Health Care, Inc. (AAAHC).

Job Summary (Essential Functions)

Provides overall leadership, management and coordination of the Executive Offices and the Board of Director activities. Able to anticipate needs of the Executive offices and plan accordingly to assure timelines are met; attention to detail; able to manage multiple high level projects; outstanding judgment and critical thinking skills; outstanding communication skills; outstanding organization skills; well-developed multiple project management; training, meeting minutes and travel coordination.

Essential Duties and Responsibilities:



  • The ability to maintain a high level of confidentiality regarding organizational, personnel, and executive activities.

  • Manages the overall activities of all Executive Offices including the Chief Medical and Dental Officer, Chief Operations Officer, Chief Financial Officer, and Chief Strategy Officer

  • Manages the Executive Offices Executive Administrative Assistants to assure the overall functioning of the Executive Offices to include office coverage and personal time off.




    • Provides administrative support for all Board of Directors functions and activities to include: Coordinates, monitors, and communicates appropriately regarding all assigned tasks and projects.

    • Obtains, compiles and distributes reports to management (to include reoccurring and as requested reports) in a timely and accurate manner.

    • Prepares packets for assigned meetings.

    • Coordinates and monitors assigned projects and responsible parties to assure timely completion.

    • Manages the communications with the executive team /department heads while maintaining sensitivity and confidentiality to organizational priorities.

    • Provides direct administrative and executive support services to the meetings as assigned, including minute preparation, agenda packet compilation, report preparation, scheduling and management of submittals as needed to achieve compliance with the organization's related functions and obligations.

    • Prepares meeting agendas, attends and take minutes at various meetings as assigned.

    • Tracks agenda and important items across multiple groups to ensure reoccurring or returning items when appropriate, or prior items can otherwise be answered/explained in more detail.



    • Interacts with staff in a fast-paced environment with specific deadlines remaining flexible, proactive, resourceful and efficient.

    • Coordinates with the Chiefs to assure projects and timelines are met.

    • Acts as liaison between the Board, CEO, and other Chiefs to communicate requests, timeline changes, and updates.

    • Manages the Chiefs Executive Administrative Assistants and assures the needs of the Chiefs are met as well as to assure overall coordination and communication of projects, timelines, and communications are met. Hires, trains, mentors, and evaluates Executive Assistants.

    • Assures purchasing, monthly budget variances, yearly budgeted, PTO, and overall office management is completed timely and accurately.

    • Monitors timecards and time off requests to ensure adequate coverage and precise payroll.

    • Attends Executive Team meetings, Board meetings, and Leadership meetings.

    • Ability to understand basic financial management, ordering, and budgetary considerations.

    • Able to effectively communicate with executive level leadership staff and outside agencies

      Employee demonstrates knowledge of and adherence to the Compliance Plan and conflict of interest requirements. The employee enhances the effectiveness; efficiency and productivity of the department by contributing to, and participating in, departmental performance improve goals.

      Qualifications

      To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

      Education/Experience:

      Bachelor's degree strongly preferred.

      Work Experience:

      Minimum of 5 years administrative assistant experience with a minimum of 3 years of executive administration experience required. 1 year of supervisory experience preferred.

      Computer Skills:

      Advanced level experience with Microsoft Office Products: Word, Excel, PowerPoint And Outlook. Keyboarding skills with accuracy.

      Certificates and Licenses:

      Any healthcare administration certification(s) preferred

      Physical Demands

      The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

      The employee must occasionally lift and/or move up to 40 pounds. While performing the duties of this job, the employee is frequently required to stand; walk and sit.

      *Successful candidates will complete pre-employment screening; which includes, but is not limited to a Criminal Background check. Peak Vista Community Health Centers is a drug and alcohol free workplace an an Equal Opportunity Employer.**PVCHC participates in the Electronic Employment Verification Program. E-Verify is an Internet-based system that compares information from an employee's I-9 to data from the U.S. Department of Homeland Security and Social Security Administration Records. To learn more, visit: everify.com

Keywords: Peak Vista Community Health Centers, Colorado Springs , Executive Office Administrator, Administration, Clerical , Colorado Springs, Colorado

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