Job Details

Northern Light Health

Department: Human Resources

Position is located: Cianchette Professional Blding

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 8:00 AM to 4:30 PM

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.

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.
• 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.
• 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.
• 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.
• Word processing, spreadsheets, data entry, database experience and other computer related skills.
• 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.
• 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 belonging, empowerment, and cooperation.
• 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.
• 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.

Education

• Required Associate's Degree

Working Conditions

• Lifting, moving and loading less than 20 pounds.
• Prolonged periods of sitting.
• Prolonged periods of standing.
• Prolonged periods of walking.

At Northern Light Health, we're building a better approach to healthcare because we believe people deserve access to care that works for them. As an integrated health delivery system serving Maine, we're raising the bar with no-nonsense solutions that are leading the way to a healthier future for our state. Our nearly 10,000 team members-in hospitals, primary and specialty care practices, long-term and home healthcare, and ground and air medical transport and emergency care-are committed to making healthcare work for our patients, communities, and employees.

Brewer, Maine, Corporate Office, Cianchette, Foundation, Finance, Human Resources, Legal Services