EXECUTIVE ASSISTANT

• Assists, Executive Director / Administrator in managing regulatory requirements with Agency for Healthcare Administration (AHCA), The Joint Commission (TJC), Center for Medicare and Medicaid Services (CMS) and other regulatory compliance agencies.
• Assumes responsibility in the performance of management duties and functions in the absence of the Administrator as delegated by the Administrator.
• Makes Administrative decisions in the absence of the Administrator necessary for the daily performance on the sixteen facilities and Catholic Housing Management.
• Responsible for monitoring/maintaining licensure renewal, contracting and credentialing applications.
• Responsible for the data collection/input and timely worksheet submission located on the shared drive.
• Represents has a voting member of the facility in the county healthcare preparedness coalition (if applicable)
• Prioritize grievances/concerns to the appropriate department head and informs, Executive Director / Administrator
• Coordinates and arranges seminars, conferences and travel plans for the Executive Director / Administrator
• Maintains and updates files for the Administration office
• Assists, Executive Director / Administrator in coordinating management team meetings as needed.
• Collects data and prepares daily, weekly, monthly quarterly reports and distributes as needed.
• Prepares, summaries and distribute meeting minutes for facility and corporate as required by organizational Bylaws (Professional Affairs, Quality Assurance Performance Improvement (QAPI), Quality Management Council (QMC) and Medical Staff Executive.
• Opens mail of the, Executive Director / Administrator pointing out items of highest priority.
• Participates in daily, weekly and/or monthly meetings as required or requested.
• Manages calendar of conference rooms for facility.
• Meets with Executive Director / Administrator to discuss escalated matters, obtain direction and set time frames for planned activities.
• Manages and maintains the facility Guardian Angel Program (if applicable)
• Independently facilitates family/residents issues and concerns, acts as the facility Liaison/Ambassador providing solutions using all resources, discretion and judgment.
• Maintains petty cash account including recording, disbursing and balancing of request and insuring that the cash is replenished in a timely manner.
• Review all resume's an Interview for all required facility positions.
• Processes all newly hired personnel, verifying references, obtaining payroll/personnel documentation, establishing personnel file.
• Processes newly hired employee enrolment on the Health Plan, Pension Plan, 403b Plan and Supplemental Life Insurance.
• Coordinates OSHA program with managers assuring compliance.
• Maintains permanent records for each corporation. (16)

• Exercises discretion and confidentiality with sensitive company information
• Interacts effectively with other departments, corporate office and Medical Staff.
• Promotes positive employee engagement, teamwork, mutual respect and safety work practices.
• Maintain your required certifications and mandatory skill updates.
• Comply with all policies, local, state and federal laws and regulations.
• Perform other duties as assigned.

• May serve as an interim department leader depending on need

• Must be able to lift and/or move up to 50 pounds and push/pull up to 250+ pounds, walk, climb stair or ladders, stand on feet for extended periods of time, etc. if applicable

• Associate's degree (AA) or equivalent degree from two-year College or technical school
• 3 to 5 years' experience required
• Must use good judgment in executing job as employee deals with confidential information.
• Must have knowledge of computer office software
• Must be able to read, write and understand the English language

Jobg8