GENESIS HEALTHCARE SYSTEM

In order to fill our Mission of serving our community by helping each person achieve optimal health and well-being by providing compassionate, exceptional, and affordable healthcare services, all employees of Genesis HealthCare System must be committed to living the Genesis Mission and Genesis values of Compassion, Excellence, Integrity, Team, and Innovation. All employees must regard themselves as an ‘owner’ of Genesis and keep our patients at the center of everything we do - always.

Position Details:

Work Shift:

Day Shift (United States of America)

Scheduled Weekly Hours:

40

Department:

GHCS ADMIN

Overview of Position:

Functions as an Executive Assistant supporting two or more senior executives. This individual professionally represents Genesis HealthCare System when greeting internal customers, clients, guests, and vendors. This person should be professional, articulate, forward thinking, anticipate needs, and be able to problem solve quickly and accurately. As an integral part of the executive leader’s team and administration department, this person will perform a multitude of duties to help senior leadership effectively serve the strategic goals of the organization.

ESSENTIAL DUTIES

1. Service Delivery: Serve as a trusted partner to the executive(s), uses discretion and keeps information confidential.
   a. Demonstrate honesty and compassion and displays ethical decisions in all actions and behaviors for the organization.
   b. Strong interpersonal relationship and networking skills to build and maintain effective professional relationships across all areas of the organization.
2. Communication Delivery and Management: Serve as the liaison for executive(s) to facilitate the most efficient communication with the executives’ division; is responsive when interacting with customers, peers, physicians, board members and GHCS employees keeping the Executive in mind. Review, organize and prioritize executive’s emails in a timely manner, manage information requests; prepare correspondences using MS Office programs or other software for presentations, memos, etc.
3. Calendaring: Calendar management for Executive(s) includes scheduling appointments/meetings, sending reminders and prioritizing the most sensitive matters.
4. Meeting Preparation and Management: Create and manage agendas and meeting invitations; coordinate and order catering, gather/disseminate meeting materials, make audio/visual arrangements. Strong minute taking skills with focus on accuracy, promptness, and attention to detail.
5. Customer Service: Excel in independently negotiating and arbitrating customer, public and sensitive matters and refers the most complex issues to appropriate executive.
6. Project Support: Assist with timely completion of projects as needed; use independent and group reasoning to identify alternative solutions, conclusions or approaches to problems.

7. Teamwork: Work well in a team environment and independently volunteer to assist others when needed. Demonstrate cooperative behaviors to facilitate a positive team effort. Demonstrate a willingness and interest to cross train in other areas to enhance operational effectiveness and efficiency.

8. Travel Arrangements: Coordinate conference registration and travel arrangements for executive(s); manage travel preferences; complete required authorizations for overnight travel and comprehensive itinerary as needed.
9. Fiscal Support: Accurate and timely processing of purchase orders, travel and expense reports, mileage, cash advances for travel, working as appropriate with Accounts Payable, Purchasing and other fiscal offices, and using enterprise software systems like Workday.
10. Technology Application: Leverage and stay current on new or updated technologies introduced by the organization; ability to operate specialty software and offer guidance to executives as needed.
11. Document Management: Organize and retrieve paper and electronic information in a timely manner; may include coordinating network/shared drives; securely manage confidential information in all forms; follow GHCS records retention policies and organize long-term storage as appropriate.
12. Information Security: Maintain confidentiality of log-on password(s) and security of other authentication devices (e.g., key fobs, proximity devices, etc.).
    a. Ensure privacy and security of informatio…