Executive Services Coordinator

Job Summary:  

Under the supervision of the department Chief, the Executive Services Coordinator (ESC) of Omni Family Health (Omni) collaborates with the Department of a growing network of state-of-the-art health centers located in the Southern San Joaquin Valley of California in Kern, Kings, Tulare, and Fresno counties. This position supports a wide range of advanced administrative functions for the department Chief including, but not limited to, calendar management, communications, and special projects. The ESC serves as a liaison to the organization’s Executive Management Team (EMT) and all other internal and external stakeholders as directed by the department Chief.

Job Duties:                                                                                      

1. Assist the department Chief in planning and coordinating daily calendar; Schedule meetings and appointments, and make travel and other logistical arrangements as directed.
2. Work closely and effectively with the department Chief to ensure he/she is well informed of upcoming commitments and responsibilities, following up appropriately. 
3. Support departmental functions and responsible for providing general meeting support including arranging meetings, facilitating communications, preparing meeting space, agendas, and securing food and supplies as needed.
4. Attend departmental meetings; Prepare meeting agendas, Capture meeting minutes; Organize appropriate follow-ups from all meetings and track timely completion of tasks as necessary.
5. Attend administrative, board, and committee meetings as directed; Capture meeting minutes. 
6. Conserve the department Chief’s time by reading, researching, and routing correspondence and answering inquiries appropriately.
7. Compose correspondance, reports, and presentations as directed; Types and proofreads a wide variety of reports, letters, memoranda, and correspondence.
8. Provide a bridge for smooth and productive communication intra and interdepartmentally, demonstrating leadership to maintain credibility, trust, and support with EMT, providers, and staff.
9. Work closely and effectively with Department, Administration, and EMT to ensure appropriate staff are well informed of upcoming commitments and responsibilities. 
10. Assist and work closely with all corporate branches, divisions and/or departments in accordance with Omni’s policies and procedures and as directed by the department Chief and Office of the Chief Executive Officer (CEO).
11. Assist with project management; Prioritize simultaneous or conflicting needs; Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. 
12. May plan or assist in the planning of internal and external events including management team meetings, grand openings, all staff meetings, and other meetings.
13. Track and calendar vacation schedules of the department Chief and their direct reports, plan and communicate accordingly.
14. Maintain accurate files and records for easy follow up.
15. May be responsible for administrative ordering of supplies and maintains inventory of supplies.
16. May be required to provide coverage for corporate Administrative Assistant positions during planned or unplanned absences or in emergency cases to assure that the daily work and operation of the corporate office is running smoothly.
17. Accountable to fulfilling ESC Guidelines as established by Omni.
18. Other duties and/or responsibilities as the department Chief may assign from time to time.
19. Some travel may be required.

Additional Duties:                                    

1. Health Insurance Portability and Accountability Act (HIPAA) compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.
2. Compliance: Ensure compliance with all local, state and federal regulations.
3. Quality Assurance/Quality Improvement (QA/QI): Participate as required in QA/QI activities and contribute towards the overall quality improvement initiatives of the organization.
4. Information Technology (IT): May be required to learn and use core technical or technology systems as required by the job function, policies, and procedures.
5. Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.
6. Audits: Actively contributes to required Health Resources and Services Administration (HRSA) Operational Site Visit (OSV), The Joint Commission, and other audit events.

Qualifications, Education, and Experience:

1. Bachelor’s Degree preferred.
2. Minimum of 3-5 years administrative experience required; Assisting C-level executives desired.
3. Project management experience preferred.

Skills/Competencies: 

1. Superior communication (both oral and written), multitasking, and organizational skills required.
2. Excellent skills in Microsoft Word, Outlook, Excel, and PowerPoint required.
3. Demonstrated proactive approaches to problem solving, with strong decision-making capability.
4. Emotional maturity.
5. Highly resourceful team player, with the ability to also be extremely effective independently.
6. Proven ability to handle confidential information with discretion.
7. Forward thinker, who actively seeks opportunities and proposes solutions.
8. Ability to work under pressure and handle multi-functions in proficient and efficient manner.
9. Possess knowledge of community needs and willing to participate in some community activities when required.
10. Must be familiar with the healthcare delivery system practices through education, training or experience; Must understand patient demands and hold effective communication skills with the public.
11. Must update him/herself with funding sources requirements, data collection, and have the ability to explain the services under different programs to the patients/ public/ agencies and the ability to train others on the same.
12. Able to function independently and create his/her own initiative to progress and succeed.
13. Must be alert and respect confidentiality of information of all types “general personnel, and/or patient related information.”
14. Promotes and believes in Omni’s mission statement.
15. Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability or economic status. 

Responsible To:        Department Chief

Classification:           Exempt