Executive Assistant - Finance

Overview:

Why Choose Johns Hopkins Intrastaff? At Johns Hopkins Intrastaff, you're not just an employee, you're an integral part of a renowned healthcare system. Unlike traditional staffing agencies, we offer you the unique advantage of being both a temporary employee and a valued member of our prestigious organization.

Position Overview:

• The Executive Assistant - Finance assists the Sr. Vice President of Finance by providing secretarial and administrative support, such as preparing correspondence, scheduling meetings (including Board meetings), constructing Board Minutes, receiving and directing visitors, maintaining the executive’s calendar, and maintaining routine records and files. When required, provides secretarial and administrative support to the Finance Division, Managers, Executive Management Team and the Assistant to the President. Work requires collaboration with both internal and external contacts in order to resolve problems and improve efficiency within the administrative area. Significant responsibility to ensure that satisfaction and service with internal and external contacts is maintained. Communication with external contacts is required to provide or gather information, handle routine transactions, and providing information.

Location:

• Johns Hopkins Howard County Medical Center.

Schedule:

• Monday - Friday 8:30 AM - 4:30 PM.

Start Date:

• January 22, 2025.

Pay Rate:

• $27.00 Per Hour.

What We Offer:

• Impactive Work: You will have a positive impact on making a difference in a patient’s life.
• World-Class Environment: Work alongside some of the best healthcare professionals, including top nurses, physicians, and allied health experts.
• Cutting-Edge Innovation: Gain exposure to state-of-the-art technology and participate in groundbreaking medical research that shapes the future of healthcare.
• Benefit: Medical, Dental, Vision, 401K, Access to Johns Hopkins Credit Union and more.

If you're passionate about healthcare, thrive in a diverse team environment, and are eager to make a difference, Johns Hopkins Intrastaff is the place for you. Join us in delivering exceptional care and advancing medical science. Apply now and be a part of something extraordinary at Johns Hopkins Intrastaff!

Responsibilities:

MAJOR JOB RESPONSIBILITIES:

• Is responsible for the word processing, transcription, copying, and distribution of administrative reports, minutes, personnel documentation, policies and procedures, letters and memoranda, labels, and the like, from rough draft and/or Dictaphone. Proofs completed work for accuracy. Work is performed in a timely manner in support of one or more management functions. Material is of a highly confidential nature.
• Sets up and types reports, schedules, and tables as needed such as monthly reports, business plans, resolutions, minutes, agendas, and notices. Proofs completed work for accuracy and submit to supervisor for approval.
• Maintains/manages the Sr. Vice President's calendar. Coordinates appointments, and meetings, and arranges for conference rooms for administrative staff in the department. This requires screening and the ability to determine the urgency of requests for the most effective use of time for the Sr. Vice President of Finance. Information is obtained in advance as to the purpose and length of time required. Gathers material for appointments and/or meetings in anticipation of the needs of the Sr. Vice President.
• Discretely deals with highly sensitive and confidential issues including financial and personnel matters regarding the operations of the division.
• Gathers prepares, and records statistics and other information to maintain accurate records/reports of department activities, updates and maintains department records and files as directed. Performs other related office duties connected to organizational activities and accepts special projects as assigned.
• Handles telephone calls promptly and with consideration and courtesy. Messages are recorded accurately passed on and referred to other departments along with any data necessary for action to be taken. Good judgment is exercised in giving out information to callers. All matters that can be handled elsewhere are referred to diplomatically.
• Exercises judgment in setting up appointments and meetings. Information is obtained as to the purpose, length of time required, and so forth. Material is organized for meetings, conference rooms are reserved, and notices are sent out in advance with the agenda. All appointments and meetings are recorded on calendars and updated daily.
• Arrange transportation and hotel reservations in advance and confirm financial arrangements are complete. An expense report is made out and submitted after the trip.
• Composes and types letters in response to matters in which the employee has specific knowledge regarding facts and policies involved. Incoming mail is screened for importance. Background material is gathered to facilitate the action indicated in the correspondence, and dates are checked regarding requests for future commitments.
• Maintains and revises superior’s files pertaining to office correspondence and other routine records to facilitate immediate retrieval. A records retention plan is worked out and maintained to present unnecessary storage in files. Filing is kept up-to-date.
• Maintains a systematic follow-up procedure so that all reports, memoranda, notices, meetings, and letters originating from the Sr. Vice President’s office are submitted on time. All telephone and mailing lists are kept up-to-date.
• Requisitions regularly used office supplies and small equipment repair and maintenance services.
• Handles confidential and personal matters discreetly. Unless the secretary is otherwise instructed, he/she opens all confidential mail but ensures its confidential handling. Good judgment is shown in all conversations with visitors.
• Meets with Sr. Vice President daily to review and set tasks for the day and their relative priorities.

ADDITIONAL RESPONSIBILITIES:

• Performs duties in a manner that is consistent with the hospital’s core values and the language of caring habits.
• Attends mandatory departmental meetings, hospital in-services, and continuing education programs to keep informed of new developments affecting hospital initiatives and his/her area of expertise.
• Participates in Continuous Improvement Teams as required. Performs tasks necessary for maintenance and improvement of his/her functional area within the department.
• Maintains effective, timely lines of communication with his/her supervisor and co-workers.
• Maintains acceptable attendance and punctuality in order to maximize his/her contribution to the organization in accordance with hospital policy.
• Acknowledges his/her ultimate responsibility is to directly or indirectly serve the needs of every patient as defined in the HCGH Mission Statement.

Qualifications:

• A High School Diploma or High School Equivalency Diploma (GED) is required for this position.
• A minimum of five (5) years of previous administrative secretary or office manager experience is required preferably in a Finance Department.
• Specialized skills are required in the areas of word processing, organization, time management, and interpersonal skills.
• Must possess excellent customer service skills, excellent command of the English language, and ability to proof documents for grammar, spelling, etc.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Must pass the keyboarding test with a minimum 50 wpm.

• Completion of approved secretarial program or college coursework preferred.
• Previous administrative experience in a Health Care environment preferred.

Johns Hopkins Health System and its affiliates are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.