Executive Assistant to the COO

Position Summary:

Provides support to the Chief Operations Officer by performing a variety of administrative duties such as coordinating, reviewing and maintaining survey and census reports and making recommendations as needed.  Coordinates travel schedules, meetings and training sessions with minimal supervision.  Formulates data into various reports regarding client facility.

Duties:

• Responsible for creating and maintaining report summaries required for use by the Operations Department such as daily/weekly census reports, survey reports, regulatory compliance tracking, Civil Money Penalty (“CMP”) activity and Enteral Billing reports.
• Responsible for creating, maintaining and distributing detailed monthly facility listing including tax identification numbers, state billing numbers and Client Consultant’s contact information.
• Responsible for maintaining weekly and monthly facility detail reports provided by the Consultant Personnel for review by the COO, CEO and CFO. Provide summary of details to the COO with recommendations for corrections, changes or actions where appropriate.
• Research and distribute regulatory newsletters and bulletins for long-term care, nursing home facilities in accordance with the Center for Medicare and Medicaid Services, (formerly Health Care Financing Administration). Provide recommendations to the COO where appropriate.
• Prepares and tracks the following: Provider enrollment applications and facility (new and re-licensure) applications.
• Reconcile American Express statements in detail for the COO and Consultant Personnel accurately and on a timely basis.
• Maintain daily attendance log of the facility locations of the COO and Consultant Personnel.
• Schedules travel arrangements for the COO and on an as-need basis for Consultant Personnel.
• Schedules meetings, conference calls, monthly Profit & Loss meetings, In-Service training sessions and appointments as directed and records meeting minutes accordingly.
• Maintains written and typed correspondence, reports, meeting minutes, agenda, etc. as necessary or directed.
• Responsible for preparing client facility license renewal applications.
• Processes all outgoing mail, E-mail, faxes and overnight delivery in accordance with internal office procedures.
• Take dictation in shorthand or by machine and transcribe notes from written notes or voice recordings.
• Performs other duties as requested or assigned by the COO.

Educational Requirements:

• High school diploma or GED required.
• 1-2 years college a plus.
• 2-4 years experience with secretarial duties in the corporate environment.
• Experience in long-term care or healthcare is preferred but not required.
• Experience with Windows based word processing, spreadsheets, E-Mail, databases and Internet with a minimum typing speed of 60 words per minute.

Specific Requirements

• Be able to work effectively with management and staff and develop and maintain a good working rapport with all personnel.
• Ability to travel less than 5% of the time.
• Possess strong organizational skills including the ability to prioritize multiple tasks.
• Be able to maintain confidentiality of various projects, correspondence and other written or oral issues.
• Possess excellent oral and written communication skills.
• Demonstrate dedication to quality and on-time results.
• Be able to monitor and control multiple, unrelated tasks and activities.
• Be able to work within the policies and procedures of the Company including the Departmental Manuals set forth in the guidelines of the position.
• Be able to execute all terms and conditions set forth in the FHS Employee Handbook.
• Be able to work in a safety-conscious manner and not pose a risk to other employees or residents in the workplace.
• Must maintain a dependable attendance record and adhere to standards of cleanliness, grooming, hygiene, and dress code.

Physical and Sensory Requirements

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write the English language in an understandable manner.
• Must be able to see hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
• Must function independently, and have flexibility, personal integrity, and the ability to work effectively with employees throughout the company at all levels.
• Must be able to push, pull, move and/or lift a minimum of 10 pounds to a minimum height of 3 feet and be able to push, pull, move and/or carry such weight a minimum distance of 25 feet.