Executive Office Administrator
Company: Peak Vista Community Health Centers
Location: Colorado Springs
Posted on: August 17, 2019
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
- Obtains, compiles and distributes reports to management (to
include reoccurring and as requested reports) in a timely and
- 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
- 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
- Coordinates with the Chiefs to assure projects and timelines
- 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
- Assures purchasing, monthly budget variances, yearly budgeted,
PTO, and overall office management is completed timely and
- Monitors timecards and time off requests to ensure adequate
coverage and precise payroll.
- Attends Executive Team meetings, Board meetings, and Leadership
- Ability to understand basic financial management, ordering, and
- 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
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
Bachelor's degree strongly preferred.
Minimum of 5 years administrative assistant experience with a
minimum of 3 years of executive administration experience required.
1 year of supervisory experience preferred.
Advanced level experience with Microsoft Office Products: Word,
Excel, PowerPoint And Outlook. Keyboarding skills with
Certificates and Licenses:
Any healthcare administration certification(s) preferred
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
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:
Keywords: Peak Vista Community Health Centers, Colorado Springs , Executive Office Administrator, Administration, Clerical , Colorado Springs, Colorado
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