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Henry Ford Health System Executive Assistant - Henry Ford Cancer Institute in Detroit, Michigan

Be part of a team whose mission is to deliver empathic and exceptional care to patients and their families every day at the Henry Ford Cancer Institute (HFCI).

Join us for the opportunity to work in the brand new, patient-centered HFCI-Detroit Cancer Pavilion with a team takes care of the patient, and takes care of one another, no matter what.

This position supports members of the Executive Leadership Team of the Henry Ford Cancer Institute.

GENERAL SUMMARY:

Under limited supervision from a Senior Level Executive in Leadership Salary Grade M10 and above or Henry Ford Medical Group Chair, provides personal and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files and conducting special projects as assigned. Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects and so forth. All work is of a highly confidential nature.

PRINCIPLE ACCOUNTABILITIES:

  • Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules and so forth that are confidential in nature and may require taking and transcribing shorthand and/or Dictaphone dictation.

  • Assists in preparing complex, confidential administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, computes complex calculations and drafts and prepares special reports/analyses for review by supervisor.

  • Reviews and screens visitors and telephone calls, ascertains callers' needs and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).

  • Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data and so forth, often dealing with executives, medical staff, trustees or influential outsiders. In absence of, or as directed by supervisor, is often required to relay confidential or sensitive information.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

  • Receives and reads confidential incoming correspondence, reports, memoranda and the like; screens items, which can be routinely handled, prepares appropriate responses and forward remaining materials to supervisor or others along with necessary background information.

  • Arranges meetings, conferences, schedules, appointments, interviews, completes travel arrangements, and maintains supervisor's business calendar.

  • Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.

  • Establishes, maintains, revises recordkeeping and filing systems, classifies, sorts, and files confidential correspondence, articles, records and other documents.

  • Attends meetings and takes, prepares, and distributes minutes to appropriate personnel.

  • Performs specialized functions pertaining to departmental operations including bulk purchasing of departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.

EDUCATION/EXPERIENCE REQUIRED:

  • High School Diploma/G.E.D. required in order to compose and prepare a variety of confidential reports, tables, memorandums, etc. Associates Degree in business or a secretarial field from a business school or college preferred.

  • Ability to read and write in order to proof and edit nonroutine reports, correspondence and the like for sentence structure and readability as well as draft correspondence and reports, perform semicomplex arithmetic calculations when preparing administrative reports, monitoring budgets and the like, and develop and oversee maintenance of recordkeeping and filing systems at a level normally acquired through completion of two years of business school.

  • Ability to type complex tables, forms, reports and the like from rough draft or dictation at 50 w.p.m. and use one or more software packages.

  • Approximately five to seven (5-7) years OF progressively more responsible related work experience necessary in order to gain in-depth understanding of organizational policies, procedures, and operations in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semicomplex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers and so forth.

  • Interpersonal skills necessary in order to effectively communicate with a diverse group of influential external and internal callers and visitors, often dealing with sensitive/highly confidential matters.

  • Analytical skills necessary in order to handle semicomplex administrative details such as preparing special non-recurring reports by combining confidential data from several sources and scheduling and handling administrative/secretarial needs of supervisor.

    Overview

    Under the leadership of President and CEO Wright L. Lassiter, III, Henry Ford Health System is a

    $6 billion integrated health system comprised of six hospitals, a health plan, and 250+ sites

    including medical centers, walk-in and urgent care clinics, pharmacy, eye care facilities and

    other healthcare retail. Established in 1915 by auto industry pioneer Henry Ford, the health system

    now has 32,000 employees and remains home to the 1,900-member Henry Ford Medical Group, one

    of the nation’s oldest physician groups. An additional 2,200 physicians are also affiliated with the

    health system through the Henry Ford Physician Network. Henry Ford is also one of the region’s

    major academic medical centers, receiving between $90-$100 million in annual research funding and

    remaining Michigan’s fourth largest NIH-funded institution. Also an active participant in medical

    education and training, the health system has trained nearly 40% of physicians currently practicing

    in the state and also provides education and training for other health professionals including nurses,

    pharmacists, radiology and respiratory technicians. visitHenryFord.com.

    Benefits

    Whether it's offering a new medical option, helping you make healthier lifestyle choices or

    making the employee enrollment selection experience easier, it's all about choice. Henry

    Ford Health System has a new approach for its employee benefits program - My Choice

    Rewards. My Choice Rewards is a program as diverse as the people it serves. There are

    dozens of options for all of our employees including compensation, benefits, work/life balance

    and learning - options that enhance your career and add value to your personal life. As an

    employee you are provided access to Retirement Programs, an Employee Assistance Program

    (Henry Ford Enhanced), Tuition Reimbursement, Paid Time Off, Employee Health and Wellness, and a whole host of other benefits and services. Employee's classified as contingent status are not eligible for benefits.

    Equal Employment Opportunity/Affirmative Action Employer

    Equal Employment Opportunity / Affirmative Action Employer Henry Ford Health System is committed to the hiring, advancement and fair treatment of all individuals without regard to race, color, creed, religion, age, sex, national origin, disability, veteran status, size, height, weight, marital status, family status, gender identity, sexual orientation, and genetic information, or any other protected status in accordance with applicable federal and state laws.
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