Executive Assistant I

GENESIS HEALTHCARE SYSTEM

In order to fill our Mission of serving our community by helping each person achieve optimal health and well-being by providing compassionate, exceptional, and affordable healthcare services, all employees of Genesis HealthCare System must be committed to living the Genesis Mission and Genesis values of Compassion, Excellence, Integrity, Team, and Innovation. All employees must regard themselves as an ‘owner’ of Genesis and keep our patients at the center of everything we do - always.

Position Details

Work Shift

Day Shift (United States of America)

Scheduled Weekly Hours

40

Department

GHCS ADMIN

Overview of Position

Functions as an Executive Assistant supporting two or more senior executives. This individual professionally represents Genesis HealthCare System when greeting internal customers, clients, guests, and vendors. This person should be professional, articulate, forward thinking, anticipate needs, and be able to problem solve quickly and accurately. As an integral part of the executive leader’s team and administration department, this person will perform a multitude of duties to help senior leadership effectively serve the strategic goals of the organization.

ESSENTIAL DUTIES

1. Service Delivery: Serve as a trusted partner to the executive(s), uses discretion and keeps information confidential.

• a. Demonstrate honesty and compassion and displays ethical decisions in all actions and behaviors for the organization.
• b. Strong interpersonal relationship and networking skills to build and maintain effective professional relationships across all areas of the organization.

1. Communication Delivery and Management : Serve as the liaison for executive(s) to facilitate the most efficient communication with the executives’ division; is responsive when interacting with customers, peers, physicians, board members and GHCS employees keeping the Executive in mind. Review, organize and prioritize executive’s emails in a timely manner, manage information requests; prepare correspondences using MS Office programs or other software for presentations, memos, etc.
2. Calendaring : Calendar management for Executive(s) includes scheduling appointments/meetings, sending reminders and prioritizing the most sensitive matters.
3. Meeting Preparation and Management: Create and manage agendas and meeting invitations; coordinate and order catering, gather/disseminate meeting materials, make audio/visual arrangements. Strong minute taking skills with focus on accuracy, promptness, and attention to detail.
4. Customer Service : Excel in independently negotiating and arbitrating customer, public and sensitive matters and refers the most complex issues to appropriate executive.
5. Project Support: Assist with timely completion of projects as needed; use independent and group reasoning to identify alternative solutions, conclusions or approaches to problems.
6. Teamwork: Work well in a team environment and independently volunteer to assist others when needed. Demonstrate cooperative behaviors to facilitate a positive team effort. Demonstrate a willingness and interest to cross train in other areas to enhance operational effectiveness and efficiency.
7. Travel Arrangements: Coordinate conference registration and travel arrangements for executive(s); manage travel preferences; complete required authorizations for overnight travel and comprehensive itinerary as needed.
8. Fiscal Support: Accurate and timely processing of purchase orders, travel and expense reports, mileage, cash advances for travel, working as appropriate with Accounts Payable, Purchasing and other fiscal offices, and using enterprise software systems like Workday.
9. Technology Application : Leverage and stay current on new or updated technologies introduced by the organization; ability to operate specialty software and offer guidance to executives as needed.
10. Document Management: Organize and retrieve paper and electronic information in a timely manner; may include coordinating network/shared drives; securely manage confidential information in all forms; follow GHCS records retention policies and organize long-term storage as appropriate.
11. Information Security: Maintain confidentiality of log-on password(s) and security of other authentication devices (e.g., key fobs, proximity devices, etc.).

• a. Ensure privacy and security of information entrusted to their care.
• b. Use company business assets and information resources for management-approved purposes only.
• c. Adhere to all information privacy and security policies, procedures, standards, and guidelines.
• d. Promptly report information security incidents to the department manager.

1. General Office Support: Answer phones, screen and direct calls as needed, appropriately greet callers and welcome visitors to the office. May also include ordering office supplies, managing maintenance and repair of work room multi-function devices e.g., copier/printers and other office equipment, kitchen/breakroom organization and clean-up, mail distribution, etc.
2. Orientation of others : Depending on your position, you may be requested to help orient new administrative staff.
3. Other Duties: May be assigned/required as needed.

QUALIFICATIONS

1. High school graduate, or equivalent.
2. Minimum of 1 year of Genesis HealthCare System experience in a support role such as department assistant, administrative assistant or system consultant.
3. Has a strong understanding of Genesis HealthCare System, work environment, and process.
4. Has working knowledge of functional area(s) such as Purchasing, Accounting, Human Resources.
5. Must possess good technical skills. Requires a functional understanding of Word, Excel and PowerPoint to complete assignments.
6. Possesses strong written and oral communication skills, as well as excellent interpersonal skills.
7. Possesses strong planning, time management, organizational, and problem-solving skills.
8. Must be able to adaptable to change and respond to feedback in a confident and positive manner.

PATIENT CENTERED CARE & BEHAVIORAL EXPECTATIONS

1. Living the Genesis Mission, Vision and Values:

• Performs work in a manner that is quality focused.
• Treats patients, co-workers, visitors and volunteers with courtesy, compassion, empathy and respect.
• Results oriented and focused on achievement of objectives.
• Acknowledges and responds to the diversity of people and the situation.
• Encourages peers (others) to be owners of change.
• Always makes the effort to anticipate and exceed customer needs and expectations.
• Possesses the ability to engage others with patience and understanding.
• Acts in a manner that creates positive first and lasting impressions.
• Demonstrates the ability to own issues until they are resolved.

1. Patient Centered Care (patients/families, physicians, co-workers, all other internal/external customers)

• Introduces self and role…connects with everyone.
• Communicates effectively (i.e. advising others of actions, pertinent information, time durations, etc.) and asks for feedback.
• Asks for and anticipates needs and concerns of others.
• Maintains a positive work environment for staff and a healing environment for patients (i.e. safe, clean, quiet, etc.)
• Maintains the dignity and privacy of each person; manages confidential/sensitive information appropriately.
• Responds to requests in an appropriate and timely manner.
• Exits patient/customer encounters courteously, asking if there are additional needs that can be addressed.

1. Promotes Patient and Employee Safety

• Demonstrates safe Patient Handling (i.e. transfers, transport, care administration, nutrition, medication, etc.)
• Demonstrates safe Materials Handling (i.e. appropriate use and disposal of chemicals, infectious wastes, etc.)
• Demonstrates appropriate knowledge of Infectious Disease precautions and use of proper protective equipment
• Demonstrates Slips/Trips and Falls Awareness.
• Actively contributes to maintaining a safe, clean and quiet environment.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

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.

1. Regularly required to stand, walk, talk, use hands to finger, handle, or feel, reach with the hands and arms, and taste or smell.
2. Occasionally required to move the neck.
3. Occasionally required to climb, balance, stoop, kneel, crouch or crawl.
4. Regularly lift or move up to 10 pounds; frequently lift or move up to 25 pounds; and occasionally lift or move up to 50 pounds.
5. Special vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

Thank you for your interest in employment at Genesis. Genesis is committed to being an equal opportunity employer. Selection of applicants for employment is based only on qualifications and the requirements of a specific job.