Coordinates executive activities and events on behalf of the Executive Directors and their teams and Hospital Operations. Manages and streamlines departmental efficiencies to improve operational processes and performance. Acts as the primary contact for the AHA program, PolicyStat and ensures the day-to-day functions of the hospital are addressed. Provides administrative leadership to Hospital and Ambulatory Operations. Coordinates projects and program implementations for Hospital and Ambulatory Operations, assisting to ensure that the goals or objectives are accomplished within prescribed timeframe.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

This section should list up to 10 principle tasks and functions that are considered to be fundamental to the position, establishing expectations for the job to which the individual will be held accountable and are critical to the successful performance of the job. Duties that the employee must be able to perform with or without a reasonable accommodation must be included in this section. Click on the link below for instructions on how to complete this section. (Tip: You can open this link in a new window by holding Shift and clicking on the link) Check if this is an essential function of the job

1. Administrative

1. Manages the coordination of events and administrative needs for the Executive Directors
2. Acts as the point of contact among executives, employees, clients and other external partners
3. Manages information flow in a timely and accurate manner
4. Manages calendar and coordinates meetings
5. Makes travel and accommodation arrangements
6. Manages event planning/catering
7. Process reimbursements as required
8. Acts as office manager by keeping up with office supply inventory and ensures office equipment (copier) is in working condition
9. Formats information for internal and external communication - memos, emails, presentations, reports, letters
10. Prepares agendas and minutes for meetings. Distributes agenda and minutes in a timely and accurate manner
11. Screen and direct phone calls and distribute correspondence
12. Organizes and maintains the office filing system (i.e. N drive, risk files)

2. American Heart Association

1. Serves as the American Heart Association Training Center Coordinator for the hospital
2. Oversees organization wide instructors for ACLS, BLS, & Heart Saver Courses
3. Works to refine and streamline the program to ensure ongoing compliance with AHA procedures
4. Communicates certification and re-certification information to staff and AHA
5. Prepares all necessary documentation for AHA site accreditation visits
6. Participates in AHA site accreditation visits
7. Prepares and delivers annual AHA reports on compliance with regulations
8. Manages equipment/manikin regarding equipment, supplies, decontamination and infection control
9. Manages AHA Faculty and Instructor certificates in Health Stream

3. Policy & Procedure Committee/Policy Stat Platform/Forms Committee

1. Policy Stat Site Administrator/Manager
2. Responsible for training staff
3. Manage all policies to ensure they move through approval process before publishing
4. Co-chairs regular P&P committee meetings to ensure policies are up-to-date and online repository functioning
5. Co-chairs regular Forms meetings
6. Coordinates and manages approval process of clinical forms
7. Maintains inventory of forms

1. h. Ensure forms are up-to-date and published on vendor website and available for ordering and printing

4. Clinical Education/Professional Development

1. Support Exec. Director, Director and Clinical Educators
2. Schedule conference rooms and meetings
3. Copy, file, schedule meetings
4. Supports the annual ICU consortium
5. Helps to maintain Education Files
6. Professional Advancement Program coordinator (manage portfolios, scheduling of interviews)
7. Provides PTAP support

5. Quality

1. Handles and manages confidential correspondence & survey needs at a Federal, State, and Local level (TJC, CMS, MA DPH, CRICO)
2. Manages Executive Rounding Program with Executive Director, Quality & Patient Safety
3. Helps to staff Command Center during surveys
4. Helps to coordinate the annual and bi-annual BORM reports
5. Participates in continuous improvement projects

6. Nursing/Journey of Excellence

1. Assists the Magnet Program Director with Magnet program and key deliverables
2. Monthly coordination of minutes and roadmaps on portal
3. Management of monthly meetings
4. Management of membership
5. Communication with nursing staff
6. Provides support to Magnet component leads and writers

7. Patient Advocate

1. Acts as a back up resource for this role
2. Answers pages and or calls to triage the situation

Coordinates correspondence including supporting the file with assorted documents

Job Requirements:

High School Diploma or equivalent required; Associated Degree or Bachelors Degree preferred