If you are looking for an exciting and challenging leadership opportunity, join the team of Atlantic Rehabilitation Institute. This joint venture hospital is a partnership between Atlantic Health and Kindred Healthcare. The new facility will offer all-private rooms, supporting both enhanced clinical efficiency and elevated patient experience. The higher acuity of patients in facilities across Atlantic Health System and growth in trauma cases has resulted in more patients requiring inpatient rehabilitation services prior to returning home. The combination of Kindred's expertise and a modern, state-of-the-art facility will allow Atlantic Health System to maximize its ability to serve a growing population of patients with critical needs.
This brand new, 38-bed inpatient rehabilitation hospital will be opening in the Summer of 2019 and we are seeking an energetic, creative and experienced Executive Administrative Assistant to join our team now and help us meet the growing demand for intensive rehabilitation services.
This position provides administrative support to the CEO and leadership team of the hospital. In addition to typing, filing, scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, working on special projects. Also, answers non-routine correspondence and may assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors, as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.
DUTIES AND RESPONSIBILITIES:
Greets visitors, directs visitors appropriately; maintains the communication flow of the office.
Prepares reports, memos, correspondence, meeting minutes, special projects, etc., for the executive team. Includes MEC and Board of Manager packets.
Reviews and edits all written materials.
Maintains the CEO's calendar and provides clerical support to executive team as required.
Answers the telephone in a professional manner; screens calls, takes messages, directs calls appropriately.
Sorts, logs and distributes all incoming mail; identifies mail that needs immediate attention.
Prepares financial reports; department activities, travel, business expenses, etc.
Maintains an organized, efficient filing system.
Records, prepares and distributes meeting minutes. Minutes are available within 10 days after meeting
Orders supplies and printing weekly. Assists in cost containment through appropriate ordering and conserving of supplies and equipment.
Interacts professionally with all visitors, within the department/office and with other departments.
St. Mary Rehabilitation Hospital Executive Assistant Revised 11.2016
Demonstrates the ability to be flexible and organizes during stressful situations.
Manages and operates equipment safely and correctly.
Assists with Onboarding of New Hires:
o Scheduling new hire for HR on-boarding appointment
o Distribution of HR on-boarding paperwork
o Auditing HR file for any missing documentation
o Creating an HR audit record for any missing information that must be retrieved on Day one of orientation/hire date
o Take employee photo for ID Badges
o Creates on-boarding packets for distribution
o Follow up with references
Assists with New Employee Orientation
o Set-up/catering requests for all orientation dates
o Organization and compilation of all orientation materials including but not limited to print and electronic – for both in-person and self-study orientation
o Set-up of laptop/projector on Day 1 and Day 2 of orientation
o Distribution of sign-in sheets
Assisting with coordination of SMMC volunteers for non-clinical duties
o Spearheading veteran blanket program and outdoor gardening program in conjunction with therapy staff
o Hanging signs for weekend recreational activities
Completes monthly Quality Grid (due by the 7th day of month)
Assists with Physician Credentialing
o Manage IT access for new physicians.
o Collaborate with SMMC Office of Medical Affairs to prepare credentialing files for MEC and Board approval
o Update monthly file of privileged providers and upload to SMRH T-Drive
o Run monthly expirable Report and follow up with physicians on needed documentation
Assists with Marketing Efforts
o Coordinating luncheons
o Collateral replenishment
o Performs unscheduled tours as needed.
Assists Controller with Annual End of Year Audit (collection of information)
Completes monthly administrator on call schedule (quarterly completion)
Accepts other duties as assigned.
A High School Diploma or GED required.
Business school, Associate's degree or equivalent is a plus.
3-4 years of related experience.
Must be proficient in MS Word, Excel, PowerPoint and the Internet.
Excellent verbal and written communication skills required.
Ability to communicate in English, both verbally and in writing.
Additional languages preferred.
Excellent presentation and interpersonal skills.
A professional appearance and telephone manner is essential.
Must be able to type 40-45 wpm.
Knowledge of basic bookkeeping.
Ability to transcribe from electronic means.
Ability to operate office equipment.
Job : Administrative/Clerical/Secretarial Primary Location : NJ-Madison-Atlantic Rehab Institute Organization : 4090 - Atlantic Rehab Institute Shift : Day
To improve the patient experience by providing health care providers; patients and their families; and others with information, education, networking opportunities, and related resources focused on best practices.