Executive Office Coordinator **NO WEEKENDS**

Munson Healthcare Charlevoix Charlevoix, Michigan Administration Full-Time Day shift


Requisition #: 42818
Total hours worked per week: 37.5 hours

Description

Job Summary:

 Provides direct administrative and executive support to the President and the Executive team to effectively manage, coordinate, prioritize and oversee day-to-day office operations and to enhance the overall operations of the office of the President. Responsible for all duties related to Munson Healthcare Charlevoix Hospital, Charlevoix Board of Trustees and its committees, and support for the Senior Leadership Team. .

Minimum Requirements:

Associates Degree in business or health care related field or equivalent. Minimum of five years demonstrated previous experience in a support role, preferably in support of an executive level position.

Skills, Talents and Abilities:

· High level of emotional intelligence

· Independent discretion and judgment

· Exceptional organizational skills and quest for improvement

· Self-directed; effectively manages competing and changing work priorities and interruptions

· High level of proficiency and creativity in Microsoft Office applications including Outlook, Word, PowerPoint and Excel

· Internet browsing skills for research purposes

· Proven verbal and written communication skills across all levels of an organization

· Crucial conversation skills; can provide critical feedback

· Maintains high level of confidentiality

· Thinks systemically

Organizational Requirements:

Must have the ability to maintain a high level of confidentiality and ability to articulate and demonstrate commitment to the MHC Charlevoix Mission and Values. Must demonstrate a commitment to the organizational Guiding Behaviors, True North and "keeping the patient at the center of all we do", AIDET (Acknowledge, Introduce, Duration, Explain, Thank You) standardized methodology for communication, Just Culture and Culture of Safety. Maintains a working knowledge of applicable Federal, State and local laws and regulations, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

Position Accountabilities:

  1. Provides high level support to both the President and the Executive team to effectively manage and oversee day-to-day office operations to enhance the overall general business operations.
  2. Functions in a constant state of anticipation and looking ahead to develop plans and alternate plans in supporting the President.
  3. Thoroughly reviews information that presents to the Office of the President or the Office of the Executive team in the form of email, text messaging and printed material that informs needed actions to be taken and decisions to be made by the Executive Assistant, President.
  4. Screens all documents prepared by the Office of the President and/or the Executive team for content and accuracy.
  5. Maintains/coordinates the schedules via Outlook with scheduling criteria.
  6. Coordinates and confirms meetings with various internal and external customers throughout the Munson Healthcare system and ensures that all associated files and documents are assembled and prepared for each meeting
  7. Coordinates travel arrangements and reservations as necessary and prepares itineraries.
  8. Develops strong working relationships with Munson Healthcare Executive Assistant and Administrative Assistants supporting MHC senior leaders.
  9. Drafts various monthly activity reports for review by the CEO and/or Executive team.
  10. Assists with the physician contract process, including advance notice of termination dates, as directed.
  11. Works with direct reports of the President and the in submitting accurate payroll information via KRONOS.
  12. Serves as a central organizational point for Senior Leadership Team communications, projects and programs.
  13. Provides staff support to the Senior Leadership Team of Grayling hospital including meetings, retreats and associated communication and activity.
  14. Works closely with MHC Manager of Communications related to Senior Leadership Team, Leadership Team and Board communication priorities and in coordination with MHC Corporate Communications.
  15. Provides staff support for the MHC  Board of Trustees, including board meetings and board committee meetings and use of NASDAQ Director's Desk.
  16. Organizes and coordinates a local governance strategy with direction from the President and MHC Board Chair that includes Board recruitment, orientation, education, communication, committee structure and self-assessments that is aligned with MHC Corporate resources
  17. Maintains master distribution lists for key audiences, management, governance, and community.
  18. Resolves administrative issues, concerns and inquiries referring issues/items to appropriate person for further action as necessary.
  19. Serves as Office Manager for Administration. Monitors monthly administrative budget, highlighting variances and recommending cost-effective utilization of resources.
  20. Facilitates processes for personnel and budgetary paperwork. Maintains records of expenses and facilitates payment to vendors, as needed. Orders and maintains office supplies and equipment on an as-needed basis.
  21. Establishes, organizes, maintains and safeguards filing system, files, records, data information, reports and documents of a highly confidential and/or sensitive nature, demonstrating discretion and good judgment.
  22. Serves as a professional resource throughout the system providing leadership for other administrative assistants.
  23. Facilitates positive community relations through interactions with board members, physicians, community members and other visitors.
  24. Continually improves processes by seeking ways to eliminate and reduce waste/duplication
  25. Attends and participates in internal hospital functions attended by the President and/or the Chief Operating Officer, i.e., employee forums, P, employee teas, open houses, etc.
  26. Other duties as assigned.