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Company: MedStar Medical Group
Location: Columbia, MD
Career Level: Executive
Industries: Not specified
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Description

General Summary of Position
Provides administrative support to the Vice President, CNO of MAS and MMG and Vice President(s) of Operations of MAS to maintain the goals of high quality and service. Works in conjunction with the Executive Assistant (EA) to the President of MAS and will serve as the first point of contact for department/business associates (including SS President) when EA is not in the office.


Primary Duties and Responsibilities

  • Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Maintains a regulatory/compliance environment by following organizational policy and procedures to ensure compliance to state, local, and federal standards and regulations.
  • Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical or office staff in a manner to best serve the needs of the assigned Executive. Provides back-up support for assigned staff by performing their job responsibilities when required to ensure office procedures run smoothly.
  • Maintains a professional, pleasant, creative and helpful demeanor at all times, serving as an example and strong representative for MAS and MedStar Health.
  • Assists with development and preparation of various reports and dashboards under the direction of the assigned executive.
  • Provides executive administrative support for all projects by performing analyses and preparing appropriate supporting documentation to support and assist the executive leadership team. Coordinates adherence to deadlines and completion of special projects, correspondence, and reports. Provides executive administrative support by developing and refining presentations as required by members of the executive leadership team.
  • Assists with onboarding new leaders by processing appropriate paperwork, ordering ID badges, ordering essential technology devices and outlining orientation/training schedule prior to their established start date.
  • Orders office supplies for administrative office according to established protocols to ensure supplies are available within cost effective guidelines. Receives and processes all accounts payable invoices, check requests, expense reports and purchase orders for VPs and consultants/vendors. Follows up and tracks progress to ensure invoices are paid in a timely manner. Acts as liaison with Purchasing Department.
  • Provides assistance to callers and directs correspondence to the appropriate executive leader. Reviews, prioritizes, and distributes interoffice and external mail.
  • Maintains calendar and appointment schedule for assigned Vice Presidents (VP) as well as prepares, tallies and submits expense reports for the executive leaders. Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memos, and proofreads material.
  • Maintains an up-to-date contact list of pertinent associates and leaders as well as a variety of consultants and vendors who regularly interact with executive leaders or are needed on an as-needed basis for meetings and other special projects.
  • Maintains files for the assigned Executive and any applicable department files. Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow-up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded.
  • Investigate and resolve billing discrepancies by collaborating with appropriate billing partners.
  • Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required.
  • Takes initiative to determine appropriate action and resolution of various day to day matters, issues, and projects when determined to be within scope of authority. Assists with providing investigative support and service recovery as needed. Exercises independent judgement with respect to real or potential problems and brings these to the attention of appropriate party with recommended action.
  • Completes payroll and enters PTO requests for leaders and other associates reporting to the VPs.
  • Supports other upper management within the External Affairs and Diversified Business department and assists other MedStar executives, associates and vendors/consultants as needed.
  • Tracks all contracts that are sent to MAS AVPs, including facilitating circulation of contracts to procure pertinent signatures, returning them to appropriate parties within a timely manner and keeping copies of all contracts, permits and other highly sensitive material that must be tracked and easily accessible at all times.
  • Will be expected to occasionally work off-site at events (with MAS EA) to ensure that they run smoothly. Region ranges from Northern Virginia to Northern Baltimore County.
  • Works with AVPs, MAS Marketing, MAS EA and others on special projects and events that include, but are not limited to, grand openings of new MAS sites, Health Fair Expos and other events that may occur which are sponsored by the MAS department and our various branches.
    • CUSTOM.PRIMARY.DUTIES.RESPONSIBILITIES.ADDENDUM


     

    Minimum Qualifications
    Education

    • High School Diploma or GED or equivalent required and
    • Formal secretarial or administrative assistant training required or
    • Associate's degree preferred

    Experience

    • 1-2 years 2 years of secretarial or administrative assistant experience, preferably in healthcare setting; experience using computerized scheduling system required

    Knowledge, Skills, and Abilities

    • Excellent verbal and written communication skills.
    • Highly proficiency in Microsoft Office suite of products.
    • Excellent organizational and filing skills; demonstrated problem-solving, interpersonal skills.


    This position has a hiring range of $58,656 - $98,384

     


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