Dignity Health

  • Executive Coordinator

    Job ID
    2018-69599
    Employment Type
    Full Time
    Department
    General & Administrative
    Hours / Pay Period
    80
    Facility
    Dignity Health Management Services Organization
    Shift
    Day
    Location
    Bakersfield
    State/Province
    CA
    Standard Hours
    Monday - Friday (8:00 AM - 5:00 PM)
    Work Schedule
    8 Hour
  • Overview

    Overview

     

    The purpose of Dignity Health Management Services Organization (Dignity Health MSO) is to build a system-wide integrated physician-centric, full-service management service organization structure. We offer a menu of management and business services that will leverage economies of scale across provider types and geographies and will lead the effort in developing Dignity Health’s Medicaid population health care management pathways. Dignity Health MSO is dedicated to providing quality managed care administrative and clinical services to medical groups, hospitals, health plans and employers with a business objective to excel in coordinating patient care in a manner that supports containing costs while continually improving quality of care and levels of service. Dignity Health MSO accomplishes this by capitalizing on industry-leading technology and integrated administrative systems powered by local human resources that put patient care first.

    What We Offer

     

    Dignity Health MSO offers an outstanding Total Rewards package that integrates competitive pay with a state-of-the-art, flexible Health & Welfare benefits package. Our cafeteria-style benefit program gives employees the ability to choose the benefits they want from a variety of options, including medical, dental and vision plans, for the employee and their dependents, Health Spending Account (HSA), Life Insurance and Long Term Disability. We also offer a 401k retirement plan with a generous employer-match. Other benefits include Paid Time Off and Sick Leave.

     

    • This position will report to the: Chief Executive Officer
    • Percentage Travel Required/Frequency: Up to 10%
    • FLSA Status: Non-Exempt
    • Remote Worker: Non-eligible

     

    Responsibilities

    What You’ll be Responsible For in this Role – Your Contribution & Career Journey

    The Executive Coordinator performs a variety of complex executive support, project coordination and administrative duties to CEO and the Executive Team. They ensure the smooth coordination and completion of activities related to scheduling, correspondence, events, and complex calendar management. The Executive Coordinator possesses high standards of work, exercises discretion when handling confidential information, pays close attention to detail with excellent ability to anticipate leadership needs and prioritize.

    What We’re Looking For

    • Perform diversified and high level administrative duties of a confidential nature as well as project coordination.
    • Coordinates small to medium sized projects including analysis of systems, polices and/or procedures, research and presentation preparation, and project management of new business initiatives. Ensures project planning methods are used when necessary to track projects
    • Works in collaboration with Project Management Office on initiation, monitoring, and coordination of strategic projects.
    • Compiles highly confidential data from various sources to integrate into regular and/or special reports. Independently contacts appropriate sources to obtain necessary information.
    • Assists executives in Board meeting preparation, taking and transcription of meeting minutes, logistical planning of all meeting details, including: understanding all Board processes and procedures; communicating and coordinating with Board members, guests, executives, staff, and support staff, prepares complex Board documents and presentations, which requires outstanding levels of proof-reading, formatting/word processing; attends Board meetings and ensures the needs of Board members, executives, guests, and staff are met quickly and thoroughly; ensures Board presentations run without error.
    • Helps coordinate video teleconference meetings and ensures all related details are completed timely, such as arranging for IT staff and/or other needs, as necessary.
    • Independently composes routine correspondence and non-routine complex letters from verbal instruction.
    • Sets up, organizes, and maintains files of highly confidential data and information of major importance.
    • Schedules appointments and conferences, and makes necessary travel arrangements as needed.
    • Assembles necessary background materials for executive’s scheduled meetings. Organizes agenda notices and ensures proper distribution. Will attend meetings to organize and transcribe minutes.
    • Receives visitors and screens questions and requests. Interviews telephone callers and makes proper referrals. Frequently interfaces at the management level, both internally and externally, on matters relating to executive’s activities and requirements.
    • Receives mail and administers organizational correspondence control and independently answers correspondence or takes appropriate action when possible.
    • Handles various requests which require detailed knowledge of department and organizational policies and procedures. Assists in communicating executive’s requirements and expectations.
    • Distributes, updates, and manages electronic and shared documents.
    • Clerically, grammatically, and stylistically edit a variety of material when necessary to ensure a strong attention to detail and accuracy.
    • Assists with any and all special projects accurately adhering to tight deadlines.
    • Processes and reconciles invoices, expense reports, and monthly expense reports.
    • May provide support for other executive management staff as needed.
    • Other duties as assigned

     

    Qualifications

    Minimum Qualifications:

    • Five or more years’ experience working in a senior level administrative support position.
    • One or more years of experience working with project management, analysis and business processes development
    • At least two (2) years of experience with schedule management.
    • Must have valid California drivers’ license and clean DMV record

    Additional Required Qualifications:

    • Ability to uphold the best interests of Dignity Health Management Services by adhering to the highest standards of ethical and moral conduct and by committing to the values of Dignity Health Management Services Organization mission, vision and core values.
    • Ability to perform diversified administrative duties of a confidential nature.
    • Ability to conduct a wide variety of complex studies and projects with considerable independence and a high level of discretion and confidentiality.
    • Ability to oversee and coordinate projects with a variety of details, and carry out well-defined assignments requiring independence of judgement.
    • Excellent communication skills; able to read, write, and speak articulately, using established channels of communication and reporting relationships within the organization. Ability to communicate effectively with all levels of internal/external staff, management, physicians and physician office staff.
    • High level of proficiency in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook
    • Strong organizational skills with ability to prioritize multiple priorities and work independently to meet the needs of internal and external customers throughout the workday.
    • Must be able to work collaboratively with multiple internal departments as well as external organizations.
    • Ability to handle various situations in a professional manner, demonstrating excellent customer service at all times and ability to adapt to change
    • Strong influencing skills (without authority), with ability to use fact-based and well-thought-out arguments to challenge all levels or change behavior/techniques as needed
    • Ability to create professional documents using proper grammar, punctuation and appropriate reading level
    • Ability to document business processes and workflows, and possess technical and proposal writing skills.
    • Strong analytical skills; can effectively execute analytical projects
    • Ability to collect, analyze and interpret both qualitative and quantitative data
    • Ability to read and comprehend documents of a moderately complicated nature including contracts
    • Willingness to work as part of a team, working with others to achieve goals, solve problems, and meet established organizational objectives.
    • Thorough knowledge of generally accepted professional office procedures and processes
    • Ability to use the following general office equipment correctly and safely: desktop computer for data entry and typing, copy machine, scanner and facsimile machine, and telephone equipment
    • Must be able to travel to locations both in and out of town which may require overnight stays on occasion.
    • Must be reliable in attendance and timeliness to work schedules.
    • Adhere to dress code, good grooming, and personal hygiene habits.
    • Ability to maintain knowledge of and conform to company policies and procedures.
    • Ability to maintain strict confidentiality at all times.

    Preferred Qualifications:

    • Prior experience working in a corporate healthcare organization performing general administrative duties preferred but not required.
    • Documenting business processes and workflows preferred.

    Equal Employment Opportunity

    We are an equal opportunity employer committed to fostering a culturally diverse organization. We strive for inclusiveness and a workplace where mutual respect is paramount. We encourage applications from a diverse pool of candidates, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, age, national origin, disability, sexual orientation, gender identity and expression, or veteran status. We will provide reasonable accommodations to qualified individuals with disabilities, as need, to assist them in performing essential job functions.

    Recruitment Agencies: 

    Dignity Health Management Services Organization does not accept unsolicited agency resumes. Dignity Health Management Services Organization is not responsible for any fees related to unsolicited resumes.

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