Job Description

Reports To : Chief Executive Officer

Essential Functions
- Provide high-level administrative assistance to the executive officers such as writing and
editing emails; drafting memos; gathering, organizing, and preparing data; and
preparing communications on the executive’s behalf.
- Coordinate visitors, phone calls, and other communications to the executives,
determining which communications reach the executive, and which ones can be
handled by other personnel.
- Organize and facilitate meetings for executives and managers. This includes scheduling,
creating agendas, taking minutes, setting reminders, and organizing catering when
necessary.
- Organize and support the executive’s calendars, where appropriate.
- Coordinate travel arrangements as necessary.
- Maintain comprehensive and accurate records.
- Organize, facilitate, and take minutes for the Board of Directors meetings.
- Prepare and maintain Board of Directors documents, including minutes, resolutions,
communications, and election documents.
- Maintain compliance with federal requirements regarding special district operations.
Assure required compliance tasks are completed in a timely manner.
- Organize and maintain the facility’s contracts.
- Organize and maintain the facility’s document management system.
- Create, organize, and distribute the Weekly Newsletter.
- Complete a variety of special projects as assigned, including presentations, leadership
meetings, special reports, retention projects, staff appreciation, and other general
projects throughout the facility.
- Direct and collaborate with others to assure special projects are completed in a timely
manner.
- Routinely perform a variety of support duties, such as filing, organizing, and other
clerical/secretarial duties.
- Work closely with senior management on a variety of tasks, which will require utmost
confidentiality.
- Maintain the utmost confidentiality.
- Maintain the professional atmosphere within the administrative office, and keep the
environment conducive to business operations.
- Other duties as assigned.
Education and Experience
- Bachelor’s degree required.
- Master’s degree a plus.
- Mastery of computer programs, such as those in the Microsoft Office Suite and Adobe
required.
Skills and Expectations
- Kind and professional demeanor.
- Professional and well-groomed appearance at all times.
- Communicate positively and effectively, both written and verbally, with patients, family,
and staff.
- Demonstrate effective organizational skills in an evolving environment.
- Work with honesty, compassion and integrity at all times.
- Understand and adhere to the scope of service for the department and this position.
- Understand and adhere to all of PMC’s policies and procedures.
- Understand and adhere to PMC’s Code of Conduct.
- Adhere to the strictest confidentiality and HIPAA regulations.
- Demonstrate a commitment to building and sustaining a diverse, inclusive, and
equitable working environment.
- Ability to remain calm and efficient in emergency situations.
- Demonstrate strong problem-solving skills.
- Demonstrate strong emotional intelligence.
Physical Requirements
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of the job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions. While performing this job, the employee:
- Must be able to remain in a stationary positon 50% of the time.
- Must be able to move and traverse about the facility 50% of the time.
- Frequently transport objects weighing up to 50lbs
- Occasionally position objects weighing up to 100lbs.
- Must be able to communicate and exchange information in a way others will
understand.
- Must be able to recognize details such as color and depth within a few feet of the
observer.
- Frequently operates computers, machinery, and other healthcare equipment.
- Constantly positions self to complete essential functions.
- May be required to wear N95s or PAPRs throughout the shift.
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.
Pioneers Medical Center is committed to diversity inclusion, equal treatment, and opportunity in all
aspects of recruitment, selection, and employment without regard to race, color, religion, national origin,
ethnicity, age, sex, marital status, physical or mental disability, gender identity, sexual orientation,
veteran or military status, or any other category protected under the law. As an equal opportunity
employer, Pioneers Medical Center will not limit or segregate employees in any way which would tend to
deprive them of employment opportunities/promotions, or affect the status of their employment
because of race, creed, color, sex, sexual orientation, gender identity, gender expression, marital status,
national origin, age, disability, ancestry, or veteran status.