Executive Assistant-Trinity Health

Job Description

Job Title: Executive Assistant

Company: Trinity Health

Location: Ann Arbor, MI – Saint Joseph, MI

Pay:

AI Pay Analysis: To analyze whether the hourly rate for an Executive Assistant in the Ann Arbor, MI – Saint Joseph, MI area is competitive and aligns with industry standards, it’s important to consider local market trends, cost of living, and typical salaries for the role. As of late 2023, Executive Assistants in this region typically earn between $20 to $35 per hour, depending on factors such as experience, specific industry, and the size of the employer. If the hourly rate you have falls within this range, it can be considered competitive. However, if it is significantly lower, it may not adequately reflect the demands of the role and the local cost of living, while rates that exceed $35 could indicate a higher level of specialization or responsibility expected from candidates. Comparing your specific rate to these benchmarks will help determine its competitiveness.

Job description:

Employment Type: Full-time
Shift:
Description:
As a senior administrative assistant, you will provide comprehensive administrative support to regional executives. This role involves independently composing and preparing non-routine correspondence, scheduling, and coordinating complex meetings. You will collect and analyze data to develop non-routine reports, as well as contribute to preliminary budget recommendations, projections, and forecasts. Anticipating the needs of departments and management, you will take the initiative to formulate action plans to address these needs. You will independently handle sensitive matters involving patients or external customers, accurately assess the nature of problems and concerns, and recommend appropriate resolutions. Additionally, you may be responsible for training, directing, or delegating tasks to junior assistants.

SKILLS, KNOWLEDGE, EDUCATION AND EXPERIENCE:
An associate degree or equivalent is preferred, along with a minimum of 7 years of administrative support experience. Candidates should possess a comprehensive understanding of departmental and hospital policies and procedures, with knowledge of specialized fields necessary for the completion of tasks, approval of transactions, and resolution of non-routine administrative issues. You will provide guidance regarding applicable policies, procedures, and requirements to enhance the efficiency of forms processing. Mastery of the MS Office Suite (Word, Excel, PowerPoint, Outlook, Access) and proficiency with databases and graphics software are essential.

Strong organizational and time management skills, attention to detail, and in-depth knowledge of medical terminology for transcription are preferred. Excellent communication and interpersonal skills are required to effectively interact with a diverse range of staff, physicians, medical professionals, patients, visitors, and other hospital personnel. You must demonstrate considerable tact and discretion when dealing with sensitive and confidential information and during daily interactions with high-level contacts both inside and outside the organization. Strong analytical skills are essential for compiling, researching, and analyzing data from multiple sources to prepare statistics for developing recommendations and reports.

ESSENTIAL FUNCTIONS:
You will independently prepare non-routine correspondence, documents, and reports, often from rough drafts, machine dictation, or shorthand. This includes developing a variety of complex forms, tables, charts, presentation materials, manuscripts, contracts, and records, while ensuring accuracy and clarity through proofreading and editing before submission for approval. Daily, you will handle and process information of a confidential or highly sensitive nature.

As the gatekeeper for the regional executive, you will be responsible for addressing a wide range of issues, including employee complaints, physician concerns, and inquiries from patients and families. Using discretion and diplomacy, you will determine the urgency of issues and assess when to interrupt the regional executive, which involves screening phone calls and managing voicemails/emails throughout the day while prioritizing issues as they arise.

You will coordinate all travel arrangements necessary for off-site meetings and trips, including flight and hotel bookings and completion of seminar or meeting registrations. Your assignments will encompass a broad range of tasks that typically require creativity and problem-solving abilities, necessitating regular use of judgment and discretion in resolving complex issues with no evident solutions. You will also be responsible for selecting the most effective solutions among several viable options, necessitating a thorough understanding of relevant departmental and system policies and procedures.

Your role will include developing filing systems, internal mailing processes, and procedures while being accountable for sensitive and confidential data, such as personnel, payroll, attendance, billing, work, and purchase orders. You will manage incoming and outgoing mail, correspondence, reports, and memoranda, compiling and analyzing data from various sources for reporting purposes and preparing recommendations based on your subject matter expertise.

You will operate and manage databases and software to maximize efficiency, taking responsibility for data integrity utilized for quality assurance and statistical reporting. Essential to fostering a cooperative environment, you will maintain good rapport with colleagues and approach conflicts constructively, helping to identify problems and actively participating in their resolution.

You are expected to uphold the confidentiality of patient, physician, associate, and visitor information, discussing hospital data only with authorized personnel in appropriate settings. Your conduct should align with the Mission, Vision, and Values of Trinity Health System. You will assume responsibility for executing your job duties in a manner that prioritizes personal and coworker safety while promptly reporting any preventable hazards or unsafe practices to management.

Our Commitment to Diversity and Inclusion
Trinity Health is among the largest not-for-profit Catholic healthcare systems in the nation. Rooted in our Mission and Core Values, we are dedicated to incorporating diversity, equity, and inclusion into all our endeavors. Our colleagues bring diverse experiences, backgrounds, skills, and talents that collectively foster our best selves. A diverse and inclusive workforce enables us to deliver the most accessible and equitable care to those we serve. Trinity Health is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected status under the law.

Job Posting Date: Sun, 24 Nov 2024 03:05:15 GMT

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