Executive Assistant

Business Support Specialist

Summary At MercyOne, health care is more than just a doctor's visit or a place to go when you're in need of medical attention. Our Mission is based on improving the health of our communities that means not only when you are sick but keeping you well. MercyOne Dubuque is the leading hospital in the tri-states, offering the only comprehensive cardiology center and Level II regional neonatal intensive care unit in the area as well as the newly constructed MercyOne Dubuque Cancer Center. Other services include a trauma center, a CARF-accredited inpatient rehabilitation unit, orthopedics, retail pharmacies, palliative care and a wide range of outpatient and community services. MercyOne operates two hospital-based skilled nursing units and a 40-bed nursing home. In recognition of the strength of its nursing service and the overall quality of patient care, MercyOne Dubuque has been designated a Magnet hospital four consecutive times the nation's most prestigious award for nursing excellence.

Join the MercyOne Family! We are looking to hire a Business Support Specialist

As a Executive Assistant at MercyOne, you will perform varied secretarial support, office management, project management, specific administrative and secretarial duties for the CEO, Vice President for Professional and Support Services, Vice President for Finance and Chief Financial Officer, and Vice President for Planning and Business Development. Develops and applies standard office policies and procedures. Regularly performs complex and sensitive administrative tasks using discretion and judgment. Works under minimum supervision and acts with a high degree of independence in solving procedural and administrative problems.

Serve as recording secretary to the Board of Trustees, including responsibility for preparation of the Board agenda and supporting documents.

Provide mailing services and meeting room coordination to hospital, medical clinic, and affiliates. Provides system support for all beeper paging. Works under general supervision of Business Support Services Director/Coordinator.

Essential Functions

• Assumes responsibility for effective and efficient office operations for Administration, making necessary decisions and taking appropriate action to maintain the smooth operation of the office.

• Completes a wide variety of assignments, including highly confidential and sensitive correspondence for the CEO and, when requested, for Executive Team. Drafts correspondence for CEO's signature, signs routine correspondence in own or CEO's name.

• Assists the CEO in day-to-day administrative activities; assists in establishing priorities and maintains records of decisions made and/or actions taken.

• Maintains regular communication with other hospital departments or units to ensure efficient processing of work, obtains and relays information and resolves problems; responds to a variety of inquiries which require considerable knowledge of hospital policy, procedure and operations. Assists in orientation (resource contact) to administrative office area, policies and procedures.

• Provides staff support to Management Team, including assembly and distribution of meeting materials, keeping and distributing meeting minutes, and conducting appropriate follow-up after and between meetings.

Board of Trustees-Related Duties

• Assists in the development of agendas, obtaining resolutions, recommendations, and necessary supporting documentation for reserved power items; and organizing all material into effective format for presentation to members. Prepares and mails packets to board members prior to board meeting.

• Serves as recording secretary to the Board of Trustees. Is responsible for recording and transcribing official record of the meetings, obtaining required signatures, following through on decisions and discussion to ensure that recommendations are implemented by the appropriate person.

• Prepares Corporate Documents of the Corporation and the subsidiaries, sealing and distributing as required for official records, establishing and maintaining files to preserve for legal and historical record.

• Serves as meeting coordinator; arranging lodging, setting menus, arranging special facilities/equipment services, setting social events, and reviewing expenses and approving expenses incurred.

Minimum Qualifications

• Bachelor's degree in business or related field preferred. Will consider a combination of formal education and related experience in lieu of the degree. Knowledge/skills in English composition required.

• A minimum of five to seven years' experience in an administrative secretarial/assistant role required with two years at executive level. Healthcare setting preferred.

• Demonstrated proficiency in Microsoft Word (typing speed of 75 wpm), Excel, PowerPoint, and electronic mail and calendar systems preferably GroupWise. Proficiency with the Internet preferred.

• Current Notary Public certification preferred.

• Must be comfortable operating in a collaborative, shared leadership environment.

• Requires ability to exercise a high level of discretion and independent judgment.

• Requires professionalism in both dress and conduct on the job.

• Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of MercyOne Medical Center.

• Demonstrates an understanding of organizational dynamics and administrative procedures and protocols. Ability to function in a dynamic, fast-paced team environment and to cope with ambiguity, time constraints, and other daily stressors in an effective and appropriate manner.

• Possesses excellent communication skills including the ability to demonstrate diplomacy and tact, compose, spell, edit/proof, utilize appropriate grammar, and to relate in an appropriate interpersonal manner to all levels and types of individuals in a fashion that will earn credibility, respect, confidence and will generate mutual support.

• Demonstrates time management, prioritization and organizational skills including an ability and willingness to plan, organize and accomplish tasks accurately and in a timely manner to exercise sound judgment under pressure and to manage multiple and competing activities simultaneously.

Ability to quickly and accurately recognize names and numbers in various department databases.

Colleagues of MercyOne Health System enjoy competitive compensation with a full benefits package and opportunity for growth throughout the system!

Visit MercyOne Careers to learn more about the benefits, culture, and career development opportunities available to you at MercyOne Health System circle of care.