Tabitha

Executive Administrative Assistant - 2017

US-NE-Lincoln
4 months ago
ID
2017-4916
Type
Regular Full-Time
Hours Per Week
40+
Shift
Day

Overview

TABITHA’S MISSION AND VISION: Motivated by Christian compassion, Tabitha delivers a continuum of exceptional and innovative Elder Care services that promote the dignity, independence and well-being of older adults. Tabitha’s love embraces a society where everyone is valued and empowered to live life to the fullest. Each Tabitha employee upholds the mission and standards of Tabitha.

Responsibilities

ESSENTIAL FUNCTIONS:

  1. Represents the President and Executive Team office in a way that enhances cooperation and confidence between various internal and external stakeholders. Establishes and maintains good relationships with all, acting as an ambassador of the President’s office and of Tabitha.
  2. Interacts extensively with executives, board members, donors, volunteers, employees, family members, guests, political figures, representatives of governmental agencies, the press and others who make up Tabitha’s “public”.
  3. Uses good judgement, tact and diplomacy to great effect, troubleshooting on behalf of management and keeping the President and Executive Team informed about ever evolving situations of importance.
  4. Maintains strict confidentiality of information in all aspects of work.
  5. Schedules, plans, coordinates and prepares for meetings of Executives, Boards, Donors and other groups of importance (onsite and offsite).
  6. Arranges for the preparation of Board Packets or other pertinent materials.
  7. Maintains extensive confidential files, records and documents.
  8. Composes documents, sometimes from rough drafts and/or dictation. These items may be of any variety, including but not limited to, reports, letters, memorandums, proposals, responses to complaints, etc. Proofreads documents to assure impeccable grammar, punctuation, spelling and appearance.
  9. Occasionally takes minutes as requested by the President and/or Executive Team.
  10. Acts as a representative of Tabitha at all times, demonstrating professionalism in dress and appearance, courtesy, poise, attitude, interactions. Greets visitors, receives and relays phone calls, provides general information and assistance when appropriate.
  11. Possesses an innate ability to remember facts, dates, details, faces, names, documents, etc. Uses that ability to understand the relative importance of various competing priorities and to elevate issues to the immediate attention of the President or other members of the Executive Team when appropriate. Also able to convey appropriate messages in the context of the relationship.
  12. Receives, reviews and distributes incoming mail, email, correspondence. Handles appropriately, elevating crucial or time-sensitive matters appropriately.
  13. Maintains and monitors the schedule for key executives/administrators. Juggles conflicting priorities, and works to effectively schedule in terms of highest priority. Proactively organizes and coordinates to maintain high productivity and efficiency for Executives.
  14. Understands relevant matters and tactfully uses this knowledge to control access to the President and other Executives.
  15. Utilizes various computerized and manual systems effectively in the performance of job duties. Readily adjusts to changes in these systems. Uses Microsoft Word, Excel, PowerPoint, Access to effectively track and communicate important and pertinent information.
  16. Exercises judgement and performs duties with broad latitude for creating solutions and suggesting changes to process. Works collaboratively with executives and employees, as well as members of the community.  
  17. Prioritizes work load to ensure that all essential functions are addressed effectively, making appropriate adjustments throughout each day and each work week to meet changing and/or competing priorities when necessary. Recognizes and adjusts work to accommodate multiple competing deadlines. Utilizes strength and stamina to carry out all essential functions safely and effectively. Willingly takes on additional duties during times of peak workload.
  18. Reports all broken and malfunctioning equipment immediately. Follows disaster plans and uses strength and agility during participation in preparedness drills and actual emergencies. Maintains a neat and orderly work environment.  
  19. Completes required training and in-services promptly. Attends and participates in continuing education programs designed to keep abreast of changes in the profession, as well as to maintain current license. Demonstrates understanding of the course content and implements training in daily activities.
  20. Considers all factors and takes appropriate action, making good decisions that contribute to the success of the department.
  21. Performs work duties within the assigned work environment related to the position, as assigned by Tabitha, regardless of employee preference.
  22. Maintains courteous relationship with executives, board members, donors, attorneys, representatives of governmental agencies, political figures, managers, supervisors, co-workers, elders/clients, family members, members of other departments and volunteers, providing support and assistance to all. Volunteers to assist others, seeks opportunities to serve elders/clients/coworkers/Tabitha.
  23. Participates in meetings/in-services, both on a departmental level and on a company level.
  24. Maintains a good record of attendance and punctuality as defined by Tabitha’s policy pertaining to attendance and punctuality. Records all time worked accurately and consistently using the timekeeping method provided by Tabitha.
  25. Complies with Tabitha policies and procedures as published by Tabitha and which may be modified at Tabitha’s discretion. Contributes to quality assurance and performance improvement activities by identifying instances of non-compliance and taking appropriate action, including reporting violations of Tabitha policy or regulations as appropriate.
  26. Acts with integrity and in the best interest of Tabitha. Business relationships are conducted in the best interest of Tabitha, free of gifts, cash inducements, gratuities, favors, or other perceived improper inducements.
  27. Willingly completes other duties as assigned.

 

Tabitha’s TEAM CONDUCT CODE
As a member of the Tabitha team…

 

CHARACTER

            I will always be in character while doing the work of Tabitha.

 

COMPASSION

            I will extend unwavering Christian compassion toward everyone.

 

CONNECTION

            I will build relationships rooted in love, because at Tabitha, love matters.

 

CUSTOMER SERVICE

            I will anticipate each customer’s needs, always looking for ways to exceed their expectations.

 

COLLABORATION

            I will cooperate with others to create an atmosphere of teamwork.

 

COMMUNICATION

            I will accept responsibility for excellent communication and will be constantly aware that what I say and do is a reflection of Tabitha.

 

COMMITMENT

            I will do what I say, when I say, because Tabitha’s success depends on my ability to make and keep commitments.

 

CONTRIBUTION

            I will offer my time, talent, and treasure to Tabitha.

 

COURAGEOUS VISION

            I will support Tabitha’s ongoing efforts to continually improve and am willing to offer ideas and be accepting of change.

 

CONTINUUM

            I will understand who Tabitha is and what Tabitha does in order to support and promote One Tabitha.

Qualifications

COMMUNICATION: Must be able to speak, read, write, and understand the English language as well as terminology and jargon specific to the job. Understands written and verbal instructions. Sufficient fluency to be able to train coworkers/employees, explain complex problems to clients, payors, insurance representatives and others, Able to hold a conversation, conduct or participate in meetings, compose professional e-mails or other written communication, complete documentation requirements of the job and interact with management, vendors, state officials, employees, peer coworkers, customers, vendors, volunteers, managers effectively. Ability to respond calmly and clearly to stressful situations.

WORKSITE CONDITIONS: Works indoors in a facility maintained by Tabitha that will typically be in good repair, clean, well ventilated and well lit. Work is performed in a standard office setting.   Frequently seated at a desk, working at a computer for extended periods. Works under daily and hourly deadlines, requiring uninterrupted periods of intense activity.   Frequent exposure to interruptions and changes in priorities. Frequent involvement with executives, donors, board members, family members of clients/elders, managers and employees, working with difficult issues that are vitally important to all concerned. Works beyond normal working hours and on weekends and holidays when necessary. Is subject to extended hours or callback during emergency conditions or based upon needs of the organization.

PHYSICAL REQUIREMENTS: Ability to gain access to the work area and then safely perform the duties of the job while utilizing standard and specialized equipment, including but not limited to the equipment described below. Ability to move about the work area. Ability to do sedentary work at a computer for hours at a time. Frequent periods of intense activity, but rare need for physical strength or physical exertion. (Occasionally lifting/carrying a box of records for example) Must have the ability to spot errors or to sense when data output contains an error. Vision and hearing within normal limits (with or without correction). Must have unrestricted lift/push/pull ability and pass a 25 - pound physical exam demonstrating strength and agility prior to employment and at Tabitha’s discretion.

EQUIPMENT USAGE: Standard and specialized equipment including laptop, PC, tablet, photocopier, scanner, fax machine, adding machine, and telephone.

AGE REQUIREMENT:  At least age 18.

EDUCATION:  Associates degree in business, or equivalent experience preferred.

EXPERIENCE:  Four years or more of executive assistant experience preferred. Healthcare experience preferred.

LICENSURE:  Notary Public preferred. Valid Nebraska Driver’s license (unless otherwise allowed by law) and a good driving record required. Must possess auto insurance at or above Nebraska statutory requirements.

STATEMENT OF EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION

Tabitha Health Care Services is an equal employment opportunity employer and does not discriminate in employment on the basis of race, religion, color, national origin, citizenship, creed, gender, sexual orientation, age, veteran status, mental or physical disability, genetic information, or any other characteristic protected by federal, state, or local law. This policy applies to all employment practices and decisions including recruitment, selection, hiring, training, transfer, promotion, compensation, benefits, and the termination of employment. 

Furthermore, Tabitha Health Care Services will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship, safety, and/or health risk. Please contact Tabitha Health Care Services Human Resources Department to request an accommodation.

As a government contractor, the organization has adopted written Affirmative Action Plans for women and minorities, protected veterans and individuals with disabilities. These plans will be revised on an annual basis. Tabitha Health Care Services is committed to making a good-faith effort toward achieving the objectives of the Plans. Any employee who would like to review the Plans may do so by scheduling an appointment with the Human Resources Department during normal business hours.

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