Manger Executive Administration

at Rush University Medical Center in Oak Park, Illinois, United States

Job Description

Job Description

Location: Oak Park, IL

Hospital: RUSH Oak Park Hospital

Department: Presidents Office

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM – 4:30:00 PM)

Summary:

Reports directly to the President and Chief Executive Officer and provide equal support to the Chief Nursing Officer, Associate Chief Medical Officer, and Senior Executives. Provides comprehensive administrative support related to general operations including but not limited to: complex calendar management, board and committee preparation, confidential correspondence, meeting organization and conference management. Supervises at least one Administrative Assistant role at ROPH.

Strong communication, interpersonal and organizational skills required for this role. Exemplifies the Rush I CARE Values and acts in accordance with Rush Policies and Procedures.

Principal Duties and Responsibilities:

· Complex calendar management to the President and Chief Executive Officer and Senior Executives. Maintain complex appointment scheduling including standing meetings, reoccurring meetings, and re-scheduling meetings. Confirm meeting logistics, creates agendas, meeting materials, conference room, and refreshments as required.

· Provide extensive support to the Board of Directors and Committees. Arrange and manage all logistics for Board of Directors meetings, Committee meetings and events. Prepare agendas, create, assemble, and distribute meeting materials, and draft meeting minutes.

· Manage board and committee confidential materials using Diligent document system. Initiates, organizes, and maintains up-to-date document index for housing purposes.

· Draft necessary speaking points based on specific topics for meetings chaired by Senior Executives. Creating and completing PowerPoint presentations by deadline. Includes editing and proofing all correspondence for spelling, grammar, sentence structure, and distributing materials to stakeholders.

· Adhere to all regulatory and compliance with applicable rules and regulations set in bylaws regarding Board and Committee matters.

· Strategically completes a broad variety of tasks that facilitate the President and Chief Executive Officer and other Senior Executive’s ability to effectively lead the organization, including: leading special projects; designing and producing complex documents, reports, and presentations; collecting and preparing pertinent and confidential information for meetings with senior management and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

· Serve as a “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the President and Chief Executive Officer, Chief Nursing Officer, Associate Chief Medical Officer, Senior Executives and Management, demonstrating leadership to maintain credibility, trust, and support with the Senior Executives. Assign work to appropriate staff, including Senior Executives on behalf of the President and Chief Executive Officer.

· Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President and Chief Executive Officer, Chief Nursing Officer, Associate Chief Medical Officer, and Senior Executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising critical thinking and judgement to reflect the organization policies.

· Manage contracts for Legal Department’s review; maintain input log for all contracts to be distributed to Legal. Work directly with external attorney consultants regarding contracts; act as liaison and directly communicate with contract vendors, business team and Legal and provide support for tracking review and completion of contracts.

· Process payroll) for Administration and other departments. Complete check requests, expenses reports, reimbursements requests and invoices.

· Process Supplemental Compensation in payroll system for multiple physician payments. Ensure timesheets are submitted and approved.

· Maintain confidential files, supplies and general operations of the office; warehouse and office supply orders.

· Contributor for special functions/events for the hospital, i.e. Employee Engagement Events, Founder’s Day, Service Awards, Pride Events, Holiday Functions, etc.

· Provide assistance on behalf of the President and Chief Executive Officer, Chief Nursing Officer, Associate Chief Medical Officer, and Senior Executives on various financials, including but not limited to, Budget, Check Request, Expense Reports, Invoices, Purchase Orders, and Capital Projects.

· Serves as a liaison with contractors/vendors and accounts payable/fixed assets to ensure accuracy of documentation for approval and payment.

· Manage incoming requests for review of agreements for ROPH from various entities.

· Establish and maintain relations by serving as a single point of contact for contractual matters.

· Manage record keeping for all contract-related correspondence and documentation in the organization.

· Manage contract filing system (Agiloft) to ensure contracts are uploaded appropriately. Maintain contracts using up-to-date Agiloft filing system. Initiates, organizes and maintains up-to-date file index for tracking purposes.

· Evaluates and monitors contractor performance to determine necessity for amendments, renewals and/or extension of contracts.

· Serves as a primary liaison with contracting representatives to ensure compliance with contract specifications and resolution of problems and issues.

· Maintains a library of pre-approved form documents, agreement clauses, templates, and historical documents.

· Provides training to personnel on agreement review process, approvals, templates, and other related matters.

· Assists with contract termination procedures.

· Provide contract-related issue resolution, both internally and externally.

· Upload and maintain Administrative Directives Policies and Procedures.

· Maintain accurate approvals on any/all Administrative Directives Policy revisions.

· Perform annual audits to ensure that Administrative Directives Policies are up-to-date.

· Create, schedule, and maintain Leadership Rounding Calendar.

· Supervises at least one Administrative Assistant; oversees and prioritizes the work load for this role.

Knowledge, Skills and Abilities:

Required Job Qualifications/Knowledge:

8+ years Executive Assistant to Senior Executives Experience

Bachelor’s Degree required

Previous Supervisory experience is PREFERRED

Competencies/Skills:

Analytical, interpersonal: MS Office Suite (PowerPoint, Excel, and Word)

Physical Demands/Abilities: High demanding job for hands-on attention to Senior Executives

· Proven experience at a Senior Executive Level.

· Proficiency in MS Office suite; Microsoft Word, Excel, PowerPoint and Visio

· Strong ability to organize daily workload by priorities.

· Experience with vendor contracting and management a plus.

· Complex multi-tasking capabilities.

· Maintain high level professionalism, confidentiality, and integrity.

· Meet deadlines in a fast-paced quickly changing environment.

· A proactive approach to problem-solving with strong decision-making skills.

· Professional level verbal and written communications skills.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Position Manger Executive Administration

Location US:IL:Oak Park

Req ID 11316