Executive Assistant

Description

We have a hybrid work arrangement.

EOE: race/color/religion/sex/sexual orientation/gender identity/national origin/disability/vet

ABOUT US:

Tennessee Hospital Association (THA) is a not-for-profit membership organization that advocates for hospitals, health systems, and other healthcare entities, as well as the patients they serve. The Association also offers education and resources for its members and raises public awareness about hospitals and healthcare issues at both the state and national levels.

JOB SUMMARY:

Responsible for administrative support for THA’s Finance and Reimbursement and Information Services departments. Serves as the Executive Assistant for the Senior Vice President (SVP) of Finance and Reimbursement and the SVP of Information Services. 

ESSENTIAL FUNCTIONS OF THE JOB: 

1. The ability to adapt to a changing work environment and meet challenges presented throughout the day.

2. Senior Vice President Support

     a. Plans and coordinates meetings, visits, and events: managing schedules, communications, logistics/travel, catering, and supporting materials. 

     b. Assists in the development of presentations and memos for meetings or other member communication.

     c. Schedules workgroup and committee meetings and events throughout the year for the following:

               i. CFO Workgroup

              ii. Supplemental Pools Taskforce

             iii. Managed Care Workgroup

             iv. Revenue Cycle Workgroup 

              v. Compliance Workgroup

             vi. THA Data Policy Committee

     d. Assists with planning and execution of the following events:

               i. THA Annual Fall Compliance Conference

              ii. Exchange Education Webinars 

             iii. Other webinars as needed and directed by one of the SVPs

     e. Completes expense reports and monthly credit card reconciliation.

3. Department Support

     a. Assists Sr. Director of Financial Policy and/or Sr. Director of Payer Relations with member communication.

     b. Shares Datagen reports with members.

               i. Triages associated member questions and engages appropriate staff as needed.

     c. Assists with general calendar management for both departments.

     d. Responsible for notetaking during various internal and external meetings.

     e. Manages filing system for contracts, service agreements and other required items.

     f. Orders supplies.

5. Member Management

     a. Maintains and organizes member contact information for workgroups, ensuring accurate and timely updates in the member management platform.

     b. Provide general oversight of the member management tool for the departments, including adding, updating and archiving contact records, and pulling contact lists.

     c. Serves as a resource to members, directing them to appropriate staff for assistance.

6. Must be available in the office during regular office hours unless a hybrid work arrangement is in place or job responsibilities require otherwise.

MARGINAL JOB FUNCTIONS:

1. Assists other departments with special events and provides back-up relief when needed.

2. Assists, as requested, in THA Annual Meeting and Small and Rural Conference.

3. Collaborates with THA Innovative Solutions staff as necessary.

4. Responds to THA member requests and questions.

5. Completes other duties as assigned.

ORGANIZATIONAL STRUCTURE: (Positions reporting directly to this position)

None

GUIDANCE & DIRECTION: (Policies, precedents or procedures that guide this work)

1. THA Employee Handbook.

2. THA Senior VP of Finance and Reimbursement provides direction as needed.

3. THA Senior VP of Information Services provides direction as needed.

4. THA Finance and Reimbursement/Information Services departmental goals.

Requirements

Educational and Experience Requirements Needed to Perform the Duties of the Job:

Bachelor’s degree and one year of experience in a similar position OR a minimum of three years’ experience in a similar position required.

Skills Required to Perform the Duties of the Job:

1. Strong interpersonal abilities.

2. Ability to carry out multiple projects concurrently.

3. Must be highly skilled and experienced in Microsoft Office applications (Outlook, Teams, Word, PowerPoint, Excel, and Forms), Zoom, and the member management platform (Protech).

4. Exceptional organization and management skills.

5. Excellent verbal and written communication skills.

6. Ability to work with minimal supervision and within a team.