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Administrative Assistant

Company: Nantucket Cottage Hospital (NCH)
Location: Nantucket
Posted on: January 20, 2023

Job Description:

Job DescriptionFull-time, 40 hours per week, Day shift


Working together with our community to achieve whole person wellness through health and related services.


An island community that enjoys physical, mental, emotional, & spiritual wellness.

Job Summary:

Reporting to the VP of Quality, Risk & Patient Experience and VP of Compliance and Contracting, the Administrative Assistant will provide highly sensitive, confidential, and administrative support to ensure the efficient and effective day-to-day functioning of these NCH Administrative Offices within a dynamic, fast-paced environment; ensuring that all departments, communications, and meetings are accomplished/supported in a professional manner.

In this highly visible role in the Hospital and in the Community, the incumbent will be the first point of contact for key information and issues being brought to the attention of these Vice Presidents. The Administrative Assistant works independently, receives minimal supervision and guidance and is subject to knowledge of matters of a highly confidential nature. Expert understanding of the organization, programs, and procedures related to the work of these VP's is essential.

Essential Job Duties and Responsibilities

Administrative Assistant Responsibilities:

  • Maintains confidentiality of patient information in accordance with Hospital policy and applicable statutes and regulations.
  • Manages schedules, including the planning and timely notification of meetings and appointments while using independent judgment in setting priorities and proposing alternatives to meetings with access to NCH calendars.
  • Sends out timely notification of scheduled meetings; decides on meeting site and attends to other details as required; makes business related travel arrangements.
  • Assists with maintenance of VP calendars and helps monitor voice mail, e-mail, and other means of correspondence.
  • Prepares meeting materials for review and maintains meetings schedule for reoccurring meetings.
  • Maintains meeting agendas, minutes, materials, and resolutions.
  • Maintains and updates confidential websites as requested.
  • Interfaces with employees from MGH and MGB including the Office of General Counsel, senior management, attorneys, consultants, etc.
  • Functions as a liaison to other Senior leaders, the Foundation and members of the Medical Staff to track daily issues for needed attention.
  • Works closely with other Administrative Assistants and department managers, coordinating activities, room schedules, information and follow up to ensure smooth hospital operations.
  • Meets regularly with the VPs to receive and provide updates on assignments, policies, and procedures, assigned projects, and related issues.
  • Keeps the VPs informed of department activities, scheduled appointments, and project progress,
  • Opens and sorts mail, highlighting important items. Initiates first response where and when appropriate and prepares replies for signature.
  • Attends staff meetings as requested; takes, transcribes, and distributes minutes as directed.
  • Assists in the preparation of presentations, including overheads, slides, documents and talking points.
  • Sets up and maintains electronic files per policy.
  • Reviews expenses and manages invoices submitted for approval.
  • Assembles materials and compiles data for preparation of administrative and operational reports, various regulatory and governmental agencies, or other appropriate parties.
  • Requisitions office supplies on an as needed basis; requisitions other materials as directed.
  • Makes decisions relative to routine administrative matters.
  • Proactively follows through on tasks assigned and provides periodic updates on progress.
  • Performs other duties as assigned.Quality Responsibilities:
    • Takes, transcribes, types, and distributes meeting minutes of QAPI committees as needed.
    • Tracks progress on action items related to corrective action plans.
    • Assists in compilation of required reporting to state and local governments.
    • Assists in the preparation of responses to patient complaints/grievances.
    • Data entry and maintenance of department databases as assigned; collates statistical data for reporting.Credentialing Responsibilities:
      • Meets regularly with MGB Payer Enrollment specialists to facilitate the timely enrollment of providers.
      • Servs as a liaison to the Medical Staff Office.

        Qualifications Essential Knowledge, Skills, and Experience Required for the Position

        Knowledge, Skills, and Experience Required
        • Knowledge and understanding of medical terminology.
        • Excellent verbal and written communication skills.
        • Excellent organizational skills and attention to detail.
        • Excellent time management skills with a proven ability to meet deadlines.
        • Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
        • Ability to work independently and with a team.
        • Ability to demonstrate adequate technical skills and judgment to function unsupervised during on-call, second shift, and weekend hours.
        • Ability to work independently, exercise discretion, and maintain strict confidentiality, including retaining important information while maintaining privacy and extreme trustworthiness and reliability.
        • Strong analytical and problem-solving skills.
        • Advanced proficiency with Microsoft Office Suite.
        • High school diploma required. Associate's or bachelor's degree preferred.
        • 2 years' experience in an administrative assistant capacity or related position required.Special Requirements
          • May be required to attend early morning or evening meetings as needed.
          • Must be available to work overtime as needed to complete all job duties.
          • May be required to work occasional weekends or holidays based on department needs.
          • Must be available to work in the case of a Hospital declared emergency.

            EEO Statement Nantucket Cottage Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.

Keywords: Nantucket Cottage Hospital (NCH), Nantucket , Administrative Assistant, Administration, Clerical , Nantucket, Massachusetts

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