Northern Light Mayo Hospital

　　Department: Hospital and Other Admin

　　Position is located: Mayo Hospital

　　Work Type: Full Time

　　Hours Per Week: 40.00

　　Work Schedule: No Hours Assigned

　　Summary:

　　Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and managing Executive's calendar. Manages governance activities for both boards and system.

　　Responsibilities:

　　Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers question. Develops process to ensure questions are routed appropriately and closure of inquiries has been met.

　　Works with visitors to arrange their visit and where applicable, assists with onsite meetings.

　　Schedules appointments, meetings (including web-based meetings) and vendor presentations to maximize time and availability. Evaluates meeting requests and prioritizes based on executive's direction and personal knowledge of strategic importance of subject matter.

　　Works as Event Planner for off-site meetings, overseeing the venue contracts, catering, AV and speakers as needed.

　　Coordinates executive's travel plans including hotel, airfare, ground transportation, and registrations.

　　Manages corporate credit card account making discretionary purchases as needed to run the executive's office including monthly reconciliation of account. Ensures proper accounting for purchases.

　　Proactively creates documents needed by executive for review and disseminates the information and reports appropriately.

　　Assists executive in goal tracking.

　　Compiles reports for executive and organization as requested.

　　Attend meetings to record minutes. Compile, transcribe, and distribute minutes of meetings.

　　Maintains files and databases of pertinent information. Uses discretion to purge and/or store files as appropriate.

　　Develops and maintains a process to ensure timely policy review/renewal according to the policy standards.

　　Maintains database of contracts and their expiration dates and works with vendors to renew as appropriate.

　　Initiates, manages, and reviews the budget preparation process and reports. Gathers and analyzes the data needed for upcoming budget. Reports for any compliance issues.

　　As a proxy for and under the supervision of leader, enters, edits and approves time and requests corrections.

　　Maintain a safe environment complying with Northern Light Health policies and procedures; report and directly address environmental hazards and violations of patient safety policy and/or protocol when involved or observed.

　　May perform other duties upon request.

　　Other Information:

　　Education and Experience

　　2-year degree in secretarial science or the equivalent combination of education and experience is required.

　　5+ years of administrative assistant experience in addition to education requirement. Prior experience supporting a CEO-level or other senior executive preferred.

　　Competencies and Skills

　　5+ years of relative work experience required.

　　Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.

　　Adobe Acrobat

　　Applies Business Acumen: Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get results that meet financial as well as other business goals. Recognizes opportunities for new services and products and acts accordingly, taking measured risks into consideration. Possesses a thorough knowledge of their field and independently carries out their work in accordance with professional standards of the profession.

　　Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.

　　Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.

　　Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.

　　Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.

　　Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.

　　Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.

　　Influences and Inspires: Builds enthusiasm and commitment among others to move in a desired direction and models it personally. Creates a compelling vision of success that motivates workplace initiative and energizes others to follow. Provides direction and guidance to encourage cooperation between team members in order to attain an objective. Has the ability to appropriately influence others' actions and decisions with and without express authority.

　　Human Capital, Supply Chain and Financial Software.

　　Types at 60+ words per minute. (only to be used as a condition of employment)

　　Spreadsheet application with the ability to use calculations, formulas, graphing tools, pivot tables, and a macro programming.

　　Word processing, spreadsheets, data entry, database experience and other computer related skills.

　　Email application with the ability to manage email as well as calendars, managing tasks and contacts, note taking, journaling, and web browsing.

　　Presentation software with the ability to create presentations with the ability to incorporate animation, audio, video, time delays, as well as designing themes and variants with animations and effects.

　　MS Teams

　　Word process application with the ability to create and edit documents, format, use tables, apply footnoting, create table of contents and mail merge techniques.

　　Multi-line Phone

　　OneNote

　　Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

　　Seeks Process Improvement & Applies System Thinking: Possesses and gains insight into situations, problems and processes. Understands the interconnection between organizational elements. Deconstructs problems and systematically investigates the various components. Considers the impact of actions on the entire process/system. Detects problems and opportunities, recognizes important information, and links various data to trace potential causes and relevant details.

　　Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.

　　Zoom

　　Education

　　Required High School Diploma/General Educational Development (GED). Associate degree in business or related field preferred. Required Experience

　　5 year/years of Relevant Work ExperienceWorking Conditions

　　Potential exposure to abusive and/or aggressive people.

　　Work with computers, typing, reading or writing.

　　Potential exposure to diseases or infections.

　　Need to drive to perform responsible duties.

　　Potential exposure to hazardous materials.

　　Lifting, moving and loading less than 20 pounds.

　　Potential exposure to noise levels being uncomfortable.

　　Prolonged periods of sitting.

　　Work beyond the regularly scheduled hours.

　　Potential exposure to noxious odors.

　　Prolonged periods of standing.

　　Potential exposure to very hot or cold temperatures.

　　Prolonged periods of walking.

　　Position Executive AssistantLocation Northern Light Mayo Hospital | Administrative Support | Full TimeReq ID null