Job Title: Executive Assistant - Operations
FLSA Status: Non-exempt
We are looking for an Executive Assistant Operations to join our practice!
Physicians East, PA is a multi-specialty, multi-campus group based out of Greenville, NC offering a wide range of specialties. In addition to primary care the practice offers pulmonary and critical care medicine, rheumatology, dermatology, oncology, endocrinology, cardiology, obstetrics and gynecology, gastroenterology, surgery, urology, and urgent care. Our 102 providers and over 600 employees provide services for thousands of patients in a 29-county region. Our specialists are on staff at ECU Health, a 900+ bed, level one trauma center and the primary teaching hospital for the East Carolina University Brody School of Medicine (ECU-BSOM).
Located in the coastal plain area, only one hour from the Atlantic Ocean, Greenville is the vital center of business, industry, culture, education, and health care for eastern North Carolina. Its incomparable quality of life, the hospitality of its people, its modern outlook and interstate accessibility has contributed to the city's rapid growth. It has become a premier location to raise a family and enjoy a high quality of life. The mild climate and access to rivers and the ocean allows its residents to enjoy water sports, golf, tennis, and other sports, outside year-round.
Some of the benefits you will enjoy at Physicians East!
Comprehensive Medical and Prescription Drug Plan
Reduced co-pays for those that utilize Physicians East Medical Providers!
Convenient onsite employee pharmacy that offers reduced co-pays!
Dental insurance
Vision insurance
Critical illness, and other supplemental insurance plans available with payroll deduction!
Employee assistance program at no cost to employee and covered dependents!
Competitive long-term and short-term disability plans!
Life insurance provided at no cost to the employee with options to purchase additional protection for you and your family!
401(k) with generous company matching contributions!
Profit Sharing Program!
Flex Spending Account
Company Paid Short Term Disability Insurance
Company Paid Long Term Disability Insurance
Generous PTO program to provide our employees with essential work/ life balance!
Paid holidays in addition to accrued PTO!
Convenient parking onsite and close to where you work!
Employee Discounts Programs to save you money
About us
Physicians East, P.A.is a team of skilled healthcare professionals united to meet the challenge of delivering quality, cost-efficient, comprehensive healthcare to the people of Eastern North Carolina.
Location & commitments
FT role based at our Greenville, Arlington location, Monday-Friday, 8a.m. – 5 p.m.
Overtime may be required to ensure patients are taken care, tasks are completed, and calls are returned in a timely manner.
Weekend work is rare but can occasionally be necessary.
Supervision Received: Reports directly to the Chief Operations Officer (COO).
Supervision Exercised: None.
Typical Physical Demands: Requires sitting for long periods of time while working in an office environment. Some bending and stretching required. Working under stress and use of telephone required. Manual dexterity required for use of calculator and computer keyboard. Local travel may be required.
Typical Working Conditions:
Normal office environment. This position will have frequent contact with staff, vendors, applicants and other visitors.
About the role:
Provides administrative and organizational support to the Chief Operations Officer and to the Operations department. This position plays an extremely crucial role within the organization as they are the valued resource for varied and extremely important administrative tasks that help the client team deliver an extraordinary service model to our patients, staff and physicians. The work environment is fast paced, and service driven, with a successful candidate possessing strong organizational skills, the ability to learn quickly, and to be very flexible with changing business needs.
Responsibilities(This list may not include all of the duties assigned.)
Administrative/Operational Support
- Assist and provide direct support to members of the operations team, as directed by the COO.
- Support the COO in managing and resolving operational issues and inquiries.
- Update internal standard operating procedures as needed.
- Coordinate with COO to schedule team meetings and to provide follow-ups.
- Back up phone calls and pages for COO.
- Schedule appointments for employee evaluations; receive list from HR of evaluations that are due, pull records and attach to evaluations. When completed, make copies and forward original to HR.
- Expedite Personnel Change Forms when employees resign or transfer.
- Track credit card receipts and reconcile statements for COO.
- Process expense reports in a timely manner. Review invoices for approval for relevant items.
- Research, assemble and prepare data/reports for the COO.
- Prepare and modify documents, including correspondence, presentations, reports, drafts, memos, and emails
- Manage multiple calendars in Webmail, set up meetings, coordinate events and activities
- Provides administrative support for the COO including filing, routine correspondence, minutes and other department forms and documents.
- Take and distribute minutes for applicable meetings. Excel report compilation; create spreadsheets for statistical and financial data.
- Participates in departmental and organizational staff meetings and attends other meetings and seminars.
- Performs other related duties as required and assigned.
- Work with Human Resources to coordinate onboarding logistics for new Operations staff and other staff/providers as necessary.
Key Skills and Characteristics:
- Ability to form positive and collaborative relationships with all levels in the organization.
- This position requires strong organizational and excellent communication skills as well as being highly motivated and detail oriented.
- Maintain strict confidentiality in all aspects of departments.
- Must have a strong sense of team commitment, which includes meeting deadlines, punctuality and excellent follow-through and feedback.
- Must display a high level of integrity and initiative.
- Ability to prioritize and plan work activities and use time efficiently.
- Ability to identify trends and address process variances as changes occur within the organization and within the external environment.
- Ability to identify and resolve problems in a timely manner, gather and analyze information skillfully.
- Demonstrate accuracy and thoroughness, monitor own work to ensure quality and apply feedback to improve performance. Meet productivity standards and complete work in a timely manner.
- Ability to adapt to changes in the work environment, manage competing demands and is able to deal with frequent changes, delays or unexpected events.
- Is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
- Observes safety and security procedures and uses equipment and materials properly.
Candidate requirements
Requires an Associate's Degree in business, operations or closely related field and/or relevant experience within the healthcare field; Bachelor's Degree preferred or the equivalent combination of education and experience.
- Strong analytical and organizational skills required.
- Well-developed written and oral skills. Strong understanding of customer service principles.
- Demonstrate proficiency with software applications such as NextGen, EMR and portal.
- Demonstrate proficient knowledge of Microsoft Office programs including Word, Excel and Power Point
Affirmative Action/EEO statement
Physicians East, P.A.is an equal opportunity employer and will not discriminate against any applicant or employee on the basis of age, race, color, ethnicity, religion, creed, sex (including gender, pregnancy, sexual orientation, and gender identity, which includes status as a transgender individual), national origin or ancestry, citizenship, past, current, or prospective service in the uniformed services, genetic information (including family medical history), physical or mental disability, or other legally protected status. Reasonable accommodation will be made for persons with disabilities during the application process and/or at the time of employment. Requests for accommodation should be made to the Human Resources Department as early as possible in the application/employment process. Contact HR Office at 252-413-6368 or email careers@physicianseast.com
Disclaimer
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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