This Executive Assistant(non-exempt)role will be supporting a Chief Medical Officer at Henry Ford Hospital Main Detroit campus. GENERAL SUMMARY: Under limited supervision from a Senior Level Executive or Henry Ford Medical Group Chair, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned. Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. All work is of a highly confidential nature. PRINCIPLE ACCOUNTABILITIES:
Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth that are confidential in nature.
Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, computes complex calculations and drafts and prepares special reports/analyses for review by supervisor.
Reviews and screens visitors and telephone calls, ascertains callers' needs and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff, trustees or influential outsiders. In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.
PRINCIPLE DUTIES AND RESPONSIBILITIES:
Receives and reads confidential incoming correspondence, reports, memoranda and the like; screens items, which can be routinely handled, prepares appropriate responses and forward remaining materials to supervisor or others along with necessary background information.
Arranges meetings, conferences, schedules, appointments, interviews, completes travel arrangements, and maintains supervisor's business calendar.
Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.
Establishes, maintains, revises recordkeeping and filing systems, classifies, sorts, and files confidential correspondence, articles, records and other documents.
Attends meetings and takes, prepares, and distributes minutes to appropriate personnel.
Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.
EDUCATION/EXPERIENCE REQUIRED:
High School Diploma/G.E.D. required in order to compose and prepare a variety of confidential reports, tables, memorandums, etc. Associates Degree in business or a secretarial field from a business school or college preferred.
Ability to read and write in order to proof and edit nonroutine reports, correspondence and the like for sentence structure and readability as well as draft
correspondence and reports, perform semi-complex arithmetic calculations when preparing administrative reports, monitoring budgets and the like, and develop and oversee maintenance of recordkeeping and filing systems at a level normally acquired through completion of two years of business school.
Ability to type complex tables, forms, reports and the like from rough draft or dictation at 50 w.p.m. and use one or more software packages.
Approximately five to seven (5-7) years of progressively more responsible related work experience necessary in order to gain in-depth understanding of organizational policies, procedures, and operations in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semi-complex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers.
Interpersonal skills necessary in order to effectively communicate with a diverse group of influential external and internal callers and visitors, often dealing with sensitive/highly confidential matters.
Analytical skills necessary in order to handle semi-complex administrative details such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling administrative/secretarial needs of supervisor.
Additional Information
Organization: Henry Ford Hospital - Detroit Main Campus
Department: Administration - Hospital
Shift: Day Job
Union Code: Not Applicable
Additional Details
This posting represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that incumbents may be asked to perform job-related duties beyond those explicitly described above.
OverviewPartnering with nearly 2 million people on their health journey, Henry Ford Health provides a full continuum of services at 250 care locations throughout southeast and south central Michigan. With 33,000 valued team members, Henry Ford is also among Michigan’s largest and most diverse employers. Our superior care and discoveries are powered by nearly 6,000 physicians, researchers and advanced practice providers. Learn more athenryford.com.BenefitsWhether it's offering a new medical option, helping you make healthier lifestyle choices or
making the employee enrollment selection experience easier, it's all about choice. Henry
Ford Health has a new approach for its employee benefits program - My Choice
Rewards. My Choice Rewards is a program as diverse as the people it serves. There are
dozens of options for all of our employees including compensation, benefits, work/life balance
and learning - options that enhance your career and add value to your personal life. As an
employee you are provided access to Retirement Programs, an Employee Assistance Program
(Henry Ford Enhanced), Tuition Reimbursement, Paid Time Off, Employee Health and Wellness, and a whole host of other benefits and services. Employee's classified as contingent status are not eligible for benefits.Equal Employment Opportunity/Affirmative Action EmployerEqual Employment Opportunity / Affirmative Action Employer Henry Ford Health is
committed to the hiring, advancement and fair treatment of all individuals without regard to
race, color, creed, religion, age, sex, national origin, disability, veteran status, size, height,
weight, marital status, family status, gender identity, sexual orientation, and genetic information,
or any other protected status in accordance with applicable federal and state laws.