Summary

Alameda Health System offers outstanding benefits that include:

100% employer health plan for employees and their eligible dependents Unique benefit offerings that are partially or 100% employer paid Rich and varied retirement plans and the ability to participate in multiple plans. Generous paid time off plans

 

Role Overview:

Alameda Health System is hiring! Under general direction of the assigned C-Suite Executive, the Executive Assistant-Project Coordinator provides administrative, operational and organizational services as well prepares and implements a variety of studies and inquiries, maintains calendars, coordination of facility projects and coordinates and scheduling of meetings throughout Alameda Health System. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May screen and coordinate interviews for job applicants and orient new leadership employees; perform varied, complex and often confidential administrative support duties for the C-suite level executives of AHS. The incumbent serves as the Project Coordinator of critical programs and projects, as assigned by senior leadership. Performs other duties as assigned.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: Following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification. 

Engages in the coordination and planning of operational projects, space utilization and administrative duties.

Prepares and maintains detailed spreadsheets, presentations, and personnel requests.

Coordinates timekeeping issues or submissions.

Initiates correspondence for signature of the appropriate executive, receives incoming correspondence and attaches appropriate supporting documentation and distributes to as appropriate.

Maintains accurate records and files related to work performed.

Coordinates develop and administer correspondence, attendance minutes, agendas, and action items for assigned departments and committees.

Performs office administrative activities such as organizing and maintaining administrative files and ordering office supplies and related equipment; maintains records of purchases.

Plans, oversees, reviews, and implements administrative services supporting the executive’s activities and functions.

Schedules appointments and arranges conferences for the executive and other relevant staff; coordinates travel arrangements and preparing reimbursement requests.

Create and update the website of assigned departments in collaboration with the public affairs department

Instrumental in Coordinating the onboarding of leadership working in collaboration with recruitment and human resources. Maintains all communications vital to Nursing Leadership throughout the health system.

Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations.

Plans, oversees, reviews, and personally performs a variety of administrative services in support of activities and functions.

Prepares and compiles reports from various information systems and databases regarding complex, sensitive and confidential information to implement change for administrative concerns, policies, procedures, functions and operations.

Represents and acts as liaison with other departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces as needed.

Coordinates and administers personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.

Performs revenue and expenditure projections for department’s budget; compiles figures, prepares justifications, and coordinates the budget development process; reviews expenditure reports, prepares internal reports and maintains inventory records.

Assists the C-suite level executive staff member in managing departmental and associated budgets, including preparing and maintaining detailed spreadsheets, monitoring encumbrances, payments, and journal entries; analyzes budget requests and provides recommendations to the executive staff member.

MINIMUM QUALIFICATIONS:
Required Education: High School diploma or equivalent.

Preferred Education: Master’s Degree.

Required Licenses/Certifications: Certification as a Project Management Professional PMP.

Required Licenses/Certifications: Lean Six Sigma Certification: Green Belt.

Required License/Certification: Education: Microsoft Office certification required within 12 months of hire, Expert Level.

Required Experience: Six Five years office administrative experience; three years as an Executive Assistant II.