Executive Assistant - Department of Psychiatry/Behavioral Health

Job Requisition #: JR61928

End Date: 6/30/2022

Location: Wilmington, Delaware

Position Type: Professional

Shift: Day Shift, No Rotation

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PRIMARY FUNCTION:

To provide secretarial and administrative support to the Department Chair/Vice-Chair of the Department of Psychiatry and Behavioral Health Service Line.  To coordinate the overall endeavors of the Department and Service Line in a professional and efficient manner ensuring confidentiality of all peer review matters.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Provides secretarial support to Department Chair and Service Line Leadership; attends meetings and takes and types minutes, composes agenda, drafts and types correspondence, schedules meetings, maintains up to date filing systems, screens incoming calls and takes accurate telephone messages.

Schedules and manages executives' calendar and provides all pertinent information needed for scheduled appointments.  Anticipates Chair's needs and provides assistance to ensure manager is prepared for daily activities.

Performs administrative duties supporting the credentialing and privileging process for psychiatry physicians, APCs, psychologists, and/or other clinical behavioral health providers

Creates and maintains the on-call schedule for psychiatrists and APC's

Maintains time and attendance information for the department including timekeeping or special payments for payroll

Schedules meetings including notifying attendees, reserving rooms, arranging meals and refreshments, equipment and other support materials.

Screens correspondence/mail, sorts and prioritizes, bringing items for immediate action to Chair's attention.

Greets visitors, ascertains nature of business, and escorts or directs visitors to appropriate individuals.

Prepares requisitions and maintains supply inventory and materials, checks receipts for incoming materials, and processes invoices for payment.

Makes travel reservations, prepares expense reports, and tracks expenses for Chair and direct reports of Chair

Assists with program billing as needed.

Prepares management and statistical reports as requested.

Performs assigned work safely, adheres to safety rules and practices, and reports any unsafe activities, conditions, hazards or safety violations that may cause injury to oneself, other employees, patients and visitors.

Performs other related duties as directed.

EDUCATION AND EXPERIENCE REQUIREMENTS:

Completion of a program in secretarial science or related field.

Four years clerical or secretarial experience.

An equivalent combination of education and experience may be substituted.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

Knowledge of business office practices.

Knowledge of clerical methods and techniques.

Knowledge of office equipment and machines.

Knowledge of medical terminology

Knowledge of departmental policies, procedures, and operations.

Ability to plan, organize, and handle various tasks simultaneously.

Ability to use personal computer using Outlook, Word, Excel, and PowerPoint to enter, store, and retrieve information.

Ability to maintain confidential and sensitive information and materials.

Ability to interact effectively and maintain constructive working relationships.

Ability to establish and maintain departmental filing system.

Ability to work independently within established guidelines.

Ability to coordinate and implement changes in appointments and schedules.

Ability to exercise judgment, tact, and diplomacy.

Ability to type and transcribe accurately at 80 words per minute.

Skill in oral and written communication.

EEO Statement: Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.


UPDATE: ChristianaCare is committed to prioritizing the health and safety of our patients and caregivers. As we continue to meet the needs of our caregivers and our community through the COVID-19 pandemic, our commitment to health and safety requires that we take new steps to ensure a safe environment for medical care for our patients and a workplace that avoids preventable harm for our caregivers. For this reason, vaccination for COVID-19 is required for all caregivers at ChristianaCare and is considered a safety standard that is job-related and consistent with business necessity for all caregivers.

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In-Person Hiring Event

Thursday, May 19, 8am-5pm
815 Justison Street, Wilmington, DE 19801

Hiring for all positions. On-site face-to-face interviews with Talent Acquisition team with potential for on-site, virtual hiring manager interviews to follow immediately.

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Why do WE offer careers full of possibilities?

For the Love of Health.

Inclusion & Diversity

At ChristianaCare, we’re committed to treating everyone with dignity and respect. We believe in a safe, inclusive work environment that fosters collaboration between caregivers from all walks of life. We know that each unique viewpoint is vital in delivering high-quality, safe patient care to everyone who walks through our doors. Our policies, benefits, hiring practices, employee resource groups, and corporate citizenship demonstrate our commitment to inclusion and diversity throughout our system.

Why do we embrace inclusion and diversity? For the Love of Health.

Our Values

We serve together in Love and Excellence. Our unique values, Love and Excellence are bold and powerful, and they are the reason why working for ChristianaCare is special. The behaviors associated with our values guide how caregivers interact with everyone they work with and make for an exceptional work experience. We believe that when you lead with Love, Excellence is inevitable.

Benefits

ChristianaCare’s comprehensive total rewards package is one of the most competitive in the region. We are proud to offer excellent benefits that reflect the organization’s commitment to being exceptional today and even better tomorrow.

At ChristianaCare, we provide access to high-quality and affordable benefits designed to meet our caregivers where they are. You can tailor your benefits to meet your needs now and adjust them as your priorities change.

Take advantage of ChristianaCare’s wide-ranging benefit offerings from supporting optimal health through medical, prescription, dental and vision coverage to valuable wellness and work/life programs, which include paid parental leave, coverage for infertility and assisted reproductive technologies, an employer-funded short-term disability program, and more.

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Our region offers a diversity of cultures, lifestyles, sports and entertainment events, housing options and educational opportunities. Located between Philadelphia and Washington, D.C., our locations provide easy access to two international airports, employment opportunities in a tri-state area, and proximity to some of the nation's top universities and colleges, as well as beaches in MD, DE and NJ!

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