The Seneca Hill Manor Executive Assistant provides high-level administrative support to the Chief Operating Officer of Seneca Hill Manor (SHM) and Nursing Administration. This position is responsible for coordinating the day to day administrative activities for Seneca Hill Manor.

Duties/Responsibilities

Oversees, manages, and coordinates the Chief Operating Officer of SHM’s calendar. Ensures calendar is organized with no conflicts; any conflicts are addressed in a proactive manner by the Executive Assistant.
Coordinates the scheduling of meetings in collaboration with the Chief Operating Officer of SHM and/or SHM Nursing Administration
Works in collaboration with other Executive Assistants at Oswego Health as necessary; maintains a positive working relationship with all employees of Oswego Health.
Attends meetings as deemed necessary by the Chief Operating Officer of SHM and Nursing Administration.
Transcribes meeting minutes for meetings requested to attend; files meeting minutes in an organized manner for review by the Chief Operating Officer and/or Nursing Administration as necessary.
Distributes meeting minutes to designated individuals no later than 48 hours before the upcoming meeting.
Maintains a high-level of professionalism and confidentiality in regards to, but not limited to, employee relations matters, nursing home operational matters, legal matters, performance evaluation appraisals, documents being transmitted internal and external the organization, etc.
Assists the Chief Operating Officer of SHM and/or SHM Nursing Administration with various projects, reporting to government agencies, data collection, etc.
Coordinates the inventory management of Administration department supplies.
Manages the contract management function for SHM. SHM Executive Assistant will be responsible for maintaining all SHM contracts, notify COO of SHM of any contracts that are coming due for expiration or renewal, Business Associate Agreements for SHM.
Communicates all contract updates, renewals, new contracts to the appropriate employee within Oswego Health.
Maintains a master file of all SHM policies and procedures. Ensures Department Directors are reviewing all policies and procedures at least annually and SHM Executive Assistant updates accordingly.
Assists the Chief Operating Officer of SHM with reports for, including, but not limited to, Board of Directors, CEO, members of the Senior Leadership team at Oswego Health, Oswego Health Directors, SHM Department Directors.
Assists the Finance Department of Oswego Health with the facilitation of coding of invoices, processing of purchase requisitions, timely signatures of invoices by COO of SHM and/or Nursing Administration, scanning deposits of checks into the SHM Operating Account via SHM Executive Assistant desktop daily.
Performs other duties as assigned.

Required Skills/Abilities (Unit Specific)

Proficient in standard computer programs, including Microsoft Office Suite.
Excellent Interpersonal skills and professionalism appropriate for working with senior executives, residents, guests, clients, physicians, and employees.
Excellent time management and organizational skills with ability to meet deadlines.
Knowledge of office administration, clerical procedures, and recordkeeping systems.
Excellent verbal and written communication skills including ability to read and write English.
Ability to remain calm and work productively within a stressful environment.

Education And Experience

High school diploma or GED required.
Associates degree in business administration or related field preferred.
2 years of experience as an Executive Assistant or a similar role preferred.
Experience in scheduling appointments or updating calendars preferred.

Working Conditions

Prolonged Periods sitting at a desk and working on a computer and using standard office equipment including, but not limited to: phones, printers, fax machines, scanners, etc.
Prolonged periods of walking with the ability to reach, bend, grasp, use fine hand coordination and pushing, pull or lift up to 15 lbs using proper body mechanics.
Position requires attendance and participation of orientation, staff meetings, and all required in-service and educational training.
Attendance ensures job requirements are met.
Actively participates in Quality Assurance programs and CQI.
Actively participate in cross-training, in-service programs; attend all mandatory classes, meetings and committees as required; complete department-specific requirements/competencies.
Complies with DOH requirements for annual health assessments and required immunizations.

Pay Range: $25.00-$27.00/hour

Employee salary is based on commensurate experience and other qualifications.

About Oswego Health

The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system established in 1881, Oswego Health is proud to be Oswego County’s largest private employer. More than 1,300 employees spread throughout its 18 locations, work for the Oswego Health system, which includes the 132-bed community Oswego Hospital, a 32-bed psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community. The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County, as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services, and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, the healthcare system includes Oswego Health Medical Practice, a multi-specialty medical group offering the community accessible, high-quality healthcare. 100+ physicians and advanced practice providers offer an extensive array of services across CNY, including primary care and specialty care in the areas of orthopedics, cardiology, ENT, gastroenterology, breast care, general surgery, urology, and bariatrics.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic. Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.

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