Job Description

Job Title: Executive Administrative Assistant

FLSA: Salary "Exempt"

Representation: Non-Represented

Reports to: Chief Medical Officer

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: Under minimal supervision, the Executive Administrative Assistant provides executive-level administrative support to one C Suite executive. This position regularly handles matters of a confidential or sensitive nature; this role requires exercising good judgment, independence, self-direction, and role modeling professionalism.

Essential Duties and Responsibilities:

• Manages calendars and schedules appointments.
• Organizes meetings, programs, events, or conferences by arranging facilities and caterers, issuing information or invitations, assisting with event materials, and coordinating speakers for Executive Team sponsored events
• Receives and screens telephone calls and visitors for Executive. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.
• Receives and screens incoming executive mail items to be handled personally the executive and forwards remainder to relevant parties.
• Prepares purchasing card and expense reports
• Maintains hard copy and electronic files.
• Makes travel arrangements as needed
• Provides ad hoc administrative needs: document creation, forms creation, polls, copies, printing etc.
• Other duties as assigned.

HIPAA Requirements:

The Executive Administrative Assistant must handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This position may be exposed to PHI in the course of their duties and have access to PHI of VG employees. All employees are required to read the content of PHI records only to the extent needed to perform the functions of the job. (e.g. filing or disclosure).

Knowledge, Skills and Abilities Required:

• High degree of integrity, professionalism, and confidentiality for all business and personal information, including correspondence of a sensitive nature.
• Cultural diversity awareness, sensitivity, empathy, and competency, including ability to work with individuals from diverse cultures and backgrounds.
• Excellent organizational skills with an attention to detail.
• Ability to identify and resolve problems in a timely manner, gather and analyze information skillfully and maintain confidentiality.
• Ability to remain open to others' ideas and exhibit willingness to try new things.
• Ability to speak clearly and persuasively in positive or negative situations and demonstrate group presentation skills.
• Ability to edit work for spelling and grammar, present numerical data effectively and read and interpret written information.
• Ability to prioritize and plan work activities and use time efficiently.
• Accuracy, thoroughness, and ability to monitor own work to ensure quality.
• Ability to adapt to changes in the work environment, manage competing demands and deal with frequent change, delays or unexpected events.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
• Bilingual Spanish/English preferred

Education and Experience Required:

· Three years' experience as an Administrative Assistant to a senior leader/manager.

· High school diploma or equivalent; prefer relevant college coursework.

· Experience in a non-profit health care environment preferred.

Behavioral Competencies:

Accountability: Role model VG's mission, vision, and shared values

Customer-Focus: Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork: If someone needs help, help them

Initiative: Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality: Maintain strict confidentiality and respect the privacy of others

Ethical: Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect: Demonstrate consideration and appreciation for co-workers and patients

Communication: Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others.

Physical Requirements:

• Percentage of time spent:
• Standing: up to 20%
• Walking: up to 15%
• Sitting: up to 90%
• Reaching/stooping/bending: 5%
• Must be able to lift/carry up to 25 lbs.
• Working Environment/Physical Hazards
• Work in a well-lighted, ventilated environment
• Office Equipment
• Computer, printer
• Telephone, fax, copier, scanner

Immunization:
Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.