Executive Assistant & Legal Specialist

General Summary of Position

Provides executive administrative support to Vice President & Deputy General Counsel, Sr. Counsels, and other professionals in the Administrative Team. Serves as administrative back-up for the Executive Vice President, Chief Administrative Officer, and General Counsel in the absence of the Sr. Executive Assistant. Provides backup administrative coverage, when needed, to the Administrative Director and other members of the Administrative team.

• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.
• Assists attorneys, specialists, and compliance professionals with HIPAA business associate agreements and other contracts as appropriate.
• Processes Settlements as necessary.
• Assists in the care and maintenance of departmental equipment and supplies.
• Assists with the development and preparation of various reports and schedules under the direction of the Vice President or other department professionals.
• Coordinates adherence to deadlines and completion of special projects, correspondence, and reports.
• Ensures smooth office operations by evaluating, reorganizing, and delegating duties to clerical staff in a manner to best serve the needs of the Vice President and department.
• Ensures timely distribution of correspondence. Performs high-level administrative duties including preparing correspondence, and maintaining confidential records; assists departmental professionals in the functions of the department. Takes initiative to determine appropriate action and resolution of various day-to-day matters, issues, and projects when determined to be within the scope of authority. Exercises independent judgment with respect to real or potential problems and brings these to the attention of the appropriate party with recommended action.
• Handles, screens and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors, and staff as required.
• Assists Sr. Governance Specialist with Board mailings.
• Maintains calendar and appointment schedule for the Vice President and Deputy General Counsel, Senior Counsels, or other professionals in the department.
• Maintains files for the Vice President and Deputy General Counsel, Sr. Counsels and other professionals in the department and any applicable division files.
• Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes if necessary. Distributes correspondence and handles follow-up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded. Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence.
• Performs administrative duties, prepares correspondence through dictation, composes written material, including letters or memoranda, using a computer, and proofreads material.
• Processes Associate time into the API Payroll System.
• Processes Wage Garnishments and other Service of Process when required.
• Serves as Coordinator with CT Corporation on Service of Process for the Med Star enterprise. Serves as backup to Litigation Specialist when needed.
• Search for contracts in the iContracts system when required.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts. Participates in multi-disciplinary quality and service improvement teams.

Education

• High School Diploma or GED required
• Associate's degree or an equivalent combination of legal administrative training and experience preferred

Experience

• 5-7 years Progressively responsible related experience required

Licenses and Certifications

• No special certification, registration or licensure required

Knowledge, Skills, and…