Health Care District of Palm Beach County
Executive Assistant-Support Services
Health Care District of Palm Beach County, Florida, New York, United States
Overview
Executive Assistant-Support Services - District. This position coordinates administrative operations and provides direct administrative support to the department and senior leaders. Performs communication and follow-up and may represent the leader in dealing with employees and others. Prepares, researches, edits, and formats correspondence, reports, and presentations. As assigned, may oversee one or more special programs/board committees of significant importance to the District and/or the department. The executive assistant provides support discreetly and with a high degree of confidentiality. Responsibilities
Receives, prioritizes, and directs all incoming correspondence and requests. Responds to written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities. Coordinates office management functions with other administrative assistants to ensure smooth and effective day-to-day operations of the Executive Suite. Maintains, organizes, and coordinates a detailed and busy calendar for the office they support and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and maintains department meeting calendar and other assigned meetings. Acts as liaison with the Board of Directors committees, internal departments, and outside organizations, gathering and relaying information as needed. Maintains appropriate level of confidentiality regarding all communications. Processes invoices and purchase requisitions with appropriate approvals and cost center attribution. Prepares and formats accurate and effective reports and presentations such as budget performance reports, organizational charts, worktables, records, and related documentation; distributes to appropriate entities. Coordinates procurement of office supplies and other materials. Researches and acquires vendor proposals when directed. Processes purchasing card receipts and end-of-month documentation with signatures and sends to finance. Screens and manages the proper chain of command and signature authority levels on documents. Reviews forms, records, charts, and budgets to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate. Effectively utilizes various modern computer applications in creating, maintaining, and updating department records, reports, charts, claims, and files (word processing, spreadsheets, presentation software). Operates a variety of modern office equipment (copy machines, facsimile machines, telephone systems, transcriber, recording equipment, binders, calculators, computers, and printers). Maintains, updates, retains and manages department filing system (electronic or paper), including retrieving files, records, reports, and charts; coordinates the review and updating of department policy and procedures. Assists other employees by relaying instructions, coordinating efficient workflow, and requesting information as needed. Processes, sorts, and distributes incoming and outgoing mail when applicable. Distributes communications concerning policy and procedures, directories, mailing lists, department lists, and files as applicable to the assigned department. Completes special projects and performs related duties as assigned. Qualifications
Education
Associate’s Degree in business management, communications, or related area or a minimum of 2 years of comparable college credit required. Bachelor’s degree preferred. Experience
Five (5) years’ experience performing advanced administrative functions in support of senior executives. Advanced administrative experience supporting high-level management positions required. Advanced administrative experience providing executive-level support in a governmental or health care setting preferred. Must demonstrate expert-level personal computer, organizational skills, and office administrative skills and the ability to perform advanced administrative support functions. Considerable knowledge of public or health administration, medical, and/or legal terminology is highly desirable. About Us
The Health Care District of Palm Beach County is an independent special taxing district that has served as a healthcare safety net for more than 36 years to fill gaps in access to healthcare services. This district covers the entire county and provides services such as nine community health centers, school health teams in 172 public schools, a trauma helicopter program, Lakeside Medical Center, a skilled nursing center, a hospital-based ambulance program, and related initiatives to improve trauma outcomes. Equal Employment Opportunity
We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally protected basis under federal, state or local laws. The information collected is to determine suitability for employment, verify identity and maintain employment statistics. We are also committed to maintaining a safe, healthy, and productive work environment and are a Drug-Free Workplace. Job Details
Seniority level: Mid-Senior level Employment type: Full-time Job function: Administrative Industries: Hospitals and Health Care
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Executive Assistant-Support Services - District. This position coordinates administrative operations and provides direct administrative support to the department and senior leaders. Performs communication and follow-up and may represent the leader in dealing with employees and others. Prepares, researches, edits, and formats correspondence, reports, and presentations. As assigned, may oversee one or more special programs/board committees of significant importance to the District and/or the department. The executive assistant provides support discreetly and with a high degree of confidentiality. Responsibilities
Receives, prioritizes, and directs all incoming correspondence and requests. Responds to written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities. Coordinates office management functions with other administrative assistants to ensure smooth and effective day-to-day operations of the Executive Suite. Maintains, organizes, and coordinates a detailed and busy calendar for the office they support and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and maintains department meeting calendar and other assigned meetings. Acts as liaison with the Board of Directors committees, internal departments, and outside organizations, gathering and relaying information as needed. Maintains appropriate level of confidentiality regarding all communications. Processes invoices and purchase requisitions with appropriate approvals and cost center attribution. Prepares and formats accurate and effective reports and presentations such as budget performance reports, organizational charts, worktables, records, and related documentation; distributes to appropriate entities. Coordinates procurement of office supplies and other materials. Researches and acquires vendor proposals when directed. Processes purchasing card receipts and end-of-month documentation with signatures and sends to finance. Screens and manages the proper chain of command and signature authority levels on documents. Reviews forms, records, charts, and budgets to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate. Effectively utilizes various modern computer applications in creating, maintaining, and updating department records, reports, charts, claims, and files (word processing, spreadsheets, presentation software). Operates a variety of modern office equipment (copy machines, facsimile machines, telephone systems, transcriber, recording equipment, binders, calculators, computers, and printers). Maintains, updates, retains and manages department filing system (electronic or paper), including retrieving files, records, reports, and charts; coordinates the review and updating of department policy and procedures. Assists other employees by relaying instructions, coordinating efficient workflow, and requesting information as needed. Processes, sorts, and distributes incoming and outgoing mail when applicable. Distributes communications concerning policy and procedures, directories, mailing lists, department lists, and files as applicable to the assigned department. Completes special projects and performs related duties as assigned. Qualifications
Education
Associate’s Degree in business management, communications, or related area or a minimum of 2 years of comparable college credit required. Bachelor’s degree preferred. Experience
Five (5) years’ experience performing advanced administrative functions in support of senior executives. Advanced administrative experience supporting high-level management positions required. Advanced administrative experience providing executive-level support in a governmental or health care setting preferred. Must demonstrate expert-level personal computer, organizational skills, and office administrative skills and the ability to perform advanced administrative support functions. Considerable knowledge of public or health administration, medical, and/or legal terminology is highly desirable. About Us
The Health Care District of Palm Beach County is an independent special taxing district that has served as a healthcare safety net for more than 36 years to fill gaps in access to healthcare services. This district covers the entire county and provides services such as nine community health centers, school health teams in 172 public schools, a trauma helicopter program, Lakeside Medical Center, a skilled nursing center, a hospital-based ambulance program, and related initiatives to improve trauma outcomes. Equal Employment Opportunity
We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally protected basis under federal, state or local laws. The information collected is to determine suitability for employment, verify identity and maintain employment statistics. We are also committed to maintaining a safe, healthy, and productive work environment and are a Drug-Free Workplace. Job Details
Seniority level: Mid-Senior level Employment type: Full-time Job function: Administrative Industries: Hospitals and Health Care
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