Executive Secretary to Chief Nursing Officer; VP of Quality and Safety, and VP and Administrator, Ro

POSITION SUMMARY: This role provides administrative support to ECHNs Chief Nursing Officer and the Vice President of Quality and Safety and the Vice President and Administrator of Rockville General Hospital. The incumbent must have exceptional administrative and clerical skills. Must multi-task and work well under pressure in a fast-paced environment. The individual must be organized, have superb research skills and be an exceptional communicator, with a keen interest in providing reliable and accurate support to executives and management while working with confidential information. Strong problem solving, office coordination skills, and excellent time management are essential. EDUCATION/CERTIFICATION: This position requires a minimum of High School diploma. An Associate Degree in Business Administration is a plus, but not required. EXPERIENCE: At minimum of 2 - 3 years in an executive support role, or 3 -5 years of secretarial/administrative assistant experience. COMPETENCIES: Methodical thinker with detailed research proficiencies. Thorough understanding of clerical and secretarial principles. Strong knowledge of databases and tracking systems. Strong organizational skills. Detail oriented. Ability to work under pressure and meet deadlines. Excellent written and verbal communication skills. Strong understanding of medical terminology. Proficient in Microsoft Office Products (ie, Word, Excel, PowerPoint). ESSENTIAL DUTIES and RESPONSIBILITES: Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job. They are intended to be accurate reflections of the principal duties and responsibilities of this position. These responsibilities and competencies listed below may change from time to time. Schedules and attends Quality Assurance Performance Improvement Council (QAPIC) meetings. Prepares agenda, collects meeting materials, creates and uploads Meeting Book(s) to the Board Effect Portal, takes minutes, and produces documents in draft and final format. Secures conference room space, submits room setup orders and catering requests. Prepares worksheets for the Quarterly Quality Indicator (QQI). Sends notices to department managers when worksheets are ready for quarterly data entries. Prepares QQI Report, as well as the Selected Quality Indicator Report, for the Quality Assurance Performance Improvement Council (QAPIC). Creates Weekly Patient Comments reports for Inpatient, Ambulatory Surgery, and Emergency Departments and distributes to Senior Management, Systems Group, and various selected individuals. Obtains monthly and quarterly HCAHPS scores using patient satisfaction programs provided by current vendor, and updates appropriate spreadsheets for multiple reports. Creates monthly documents for individual inpatient units Patient Excellence Boards. Manually enters responses from Outpatient Satisfaction Surveys and creates quarterly reports for outpatient departments. Works with department managers to create new or revise existing Outpatient Satisfaction Surveys, using ExpertScan software. Provides new or revised surveys to the PrintCenter for upload to the Digital StoreFront. Assists with ordering surveys and postage-paid envelopes for the departments. Obtains practice-specific HCAHPS scores on a quarterly basis and creates reports for Quality Managers to present at Family Practice/Internal Medicine (FPIM) and Department of Surgery medical staff meetings. Administrator of Quality Improvement Department Site on the ECHN SharePoint Portal. Checks The Joint Commission (TJC) website daily for notification of scheduled or unscheduled regulatory events. Prepares the TJC General Application for the VP of Quality Safety, by obtaining data from various departments. Prepare grid for Quality Managers to enter responses to TJC Sentinel Alert recommendations. Maintains TJC Survey Prep Books for both hospitals. Schedules and secures conference room for the Quality Safety Departments monthly meetings and creates monthly agendas for Vice President to share with staff. Enters results of Medical Record Audits (using ExpertScan software) and creates quarterly reports for appropriate Quality Manager. Enters results of Moderate Sedation Audits (using ExpertScan software) and creates quarterly reports for appropriate Quality Manager. Calculates monthly Serious Safety Event Rate (SSER) for each hospital. Updates SSER tables and graphs, and creates PowerPoint to be presented at various committee meetings and posted on the Patient Excellence Boards. Create and/or decline meetings (via Outlook) for VP of Quality, as needed. Assist with creating documents and presentations using Microsoft Office products (ie, Word, Excel, PowerPoint, and Publisher, etc.). Maintain Joint Commission reference manuals for Hospitals (CAMH) and Behavioral Health (CAMBHC) for both hospitals. Run monthly HAC/PSI/IQI reports for Quality Managers. Obtain data via CHA Data Services Strategic Measurement sites. Prepare and follow-up on check requests submitted to Accounts Payable Department. Create and/or decline meetings(via Outlook) for Sr. VP of Patient Care Services/Chief Nursing Officer, as needed. Schedule and reserve conference rooms for multiple recurring meetings. Prepare and follow-up on check requests submitted to Accounts Payable Department. Assist CNO with Nurses Week (annually) by sending letters, creating flyers, securing conference rooms, planning luncheons, scheduling the Blessing of the Hands, and collecting certification updates for annual bonuses. Assist CNO and managers with multiple policies (Clinical Practice, Critical Care, Nursing, Perinatal, Anesthesia, Ambulatory Surgical, GI, Operating Room, Post-op Care, and Sterile Processing), maintain the live policy and procedure manuals on the ECHN SharePoint Portal, and maintain downtime manuals located in the Nursing Administration Offices at both hospitals. Administrator of Patient Care Services Department sites on the ECHN SharePoint Portal. Update Patient Days/ADT for Nursing Units, monthly, for both hospitals. Obtain data from NDNQI and update Nursing Indicators for QQI Report. Assist Nurse Managers and Clinical Coordinators (at both hospitals) with general secretarial support. Prepare check requests for various vendors and submit to Accounts Payable. Update HRO Training dates, times, and locations on the ECHN SharePoint Portal when supplied by Nursing Education Coordinator. Assist with scheduling and securing conference rooms for ECHN entities that the VP/Hospital Administrator oversees. Support Oncology Nurse Navigator (Eastern Connecticut Cancer Institute John DeQuattro Cancer Center) as needed to secure meeting space for community programs being held at either hospital. Support managers, supervisors, department heads from various departments at RGH, as needed. Support Infection Control by issuing Flu Safe Badges and updating API for staff and volunteers who receive vaccinations outside the facility or issue badges to individuals who decline vaccination.