Executive Assistant - Department of Psychiatry/Behavioral Health
ChristianaCare Health System
Location: Wilmington, Delaware
Internal Number: JR61928
To provide secretarial and administrative support to the Department Chair/Vice-Chair of the Department of Psychiatry and Behavioral Health Service Line. To coordinate the overall endeavors of the Department and Service Line in a professional and efficient manner ensuring confidentiality of all peer review matters.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Provides secretarial support to Department Chair and Service Line Leadership; attends meetings and takes and types minutes, composes agenda, drafts and types correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.
Schedules and manages executives' calendar and provides all pertinent information needed for scheduled appointments. Anticipates Chair's needs and provides assistance to ensure manager is prepared for daily activities.
Performs administrative duties supporting the credentialing and privileging process for psychiatry physicians, APCs, psychologists, and/or other clinical behavioral health providers
Creates and maintains the on-call schedule for psychiatrists and APC's
Maintains time and attendance information for the department including timekeeping or special payments for payroll
Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.
Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to Chair's attention.
Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.
Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.
Makes travel reservations, prepares expense reports, and tracks expenses for Chair and direct reports of Chair
Assists with program billing as needed.
Prepares management and statistical reports as requested.
Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.
Performs other related duties as directed.
EDUCATION AND EXPERIENCE REQUIREMENTS:
Completion of a program in secretarial science or related field.
Four years clerical or secretarial experience.
An equivalent combination of education and experience may be substituted.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
Knowledge of business office practices.
Knowledge of clerical methods and techniques.
Knowledge of office equipment and machines.
Knowledge of medical terminology
Knowledge of departmental policies, procedures, and operations.
Ability to plan, organize, and handle various tasks simultaneously.
Ability to use personal computer using Outlook, Word, Excel, and PowerPoint to enter, store, and retrieve information.
Ability to maintain confidential and sensitive information and materials.
Ability to interact effectively and maintain constructive working relationships.
Ability to establish and maintain departmental filing system.
Ability to work independently within established guidelines.
Ability to coordinate and implement changes in appointments and schedules.
Ability to exercise judgment, tact, and diplomacy.
Ability to type and transcribe accurately at 80 words per minute.
Skill in oral and written communication.
EEO Statement: Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.
UPDATE: ChristianaCare is committed to prioritizing the health and safety of our patients and caregivers. As we continue to meet the needs of our caregivers and our community through the COVID-19 pandemic, our commitment to health and safety requires that we take new steps to ensure a safe environment for medical care for our patients and a workplace that avoids preventable harm for our caregivers. For this reason, vaccination for COVID-19 is required for all caregivers at ChristianaCare and is considered a safety standard that is job-related and consistent with business necessity for all caregivers.
ChristianaCare Health System is headquartered in Wilmington, Delaware and is one of the country's largest health care providers, ranking 21st in the nation for hospital admissions. Christiana Care is proudly a Nurse Magnet recognized institution. Christiana Care Health System is also one of the largest health care providers in the mid-Atlantic region, serving all of Delaware and portions of seven counties bordering the state in Pennsylvania, Maryland and New Jersey. A not-for-profit, non-sectarian health system, Christiana Care includes two hospitals with more than 1,100 patient beds, and is a major teaching hospital with two campuses. Christiana Care is continually recognized for excellence on a regional and national level. Our role in the community is expressed in the Christiana Care Way: "We serve our neighbors as respectful, expert, caring partners in their health. We do this by creating innovative, effective, affordable systems of care that our neighbors value."Christiana Care is a great place to work because we value diversity and recognize it to be a core part of our success. Because of the diversity of our employees, affiliated health professionals and volunteers, we are ...positioned to meet the unique needs of our patients and community. We acknowledge and celebrate the uniqueness and talent of each employee. Because of our talented workforce we are able to provide a quality healthcare experience to our patients and community. We strive to create an inclusive environment in which individual diversity can be leveraged and thrive. Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.