GENERAL SUMMARY:

A key resource supporting the adoption of the Bryan Health Improvement System and implementation of the quality and safety plan. Coordinates the development and maintenance of project/committee charters, project plans, schedules, progress reports, and data files for cross-functional teams. Provides administrative and clerical support to the Performance Excellence, Organizational Quality, and Infection Prevention department leaders and personnel. Models the behaviors necessary for culture of high reliability and continuous improvement.

PRINCIPAL JOB FUNCTIONS:

1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.
2. *Partners with division personnel and cross-functional project owners in developing and maintaining project documentation including charters, progress reports, data files, schedules, and project plans.
3. *Participates in meetings, committees and projects as assigned; develops agendas, compiles/prepares materials, records minutes; actively engages by sharing observations/recommendations and supporting open, inclusive and respectful dialogue.
4. *Facilitates well-scoped administrative and special projects, events, or training.
5. *Maintains work calendars for division leaders and schedules division and cross-functional meetings; assists with travel schedules and arrangements.
6. *Collects and organizes data from various internal sources; prepares reports.
7. *Assists division leaders and staff in developing presentations, memorandums, correspondence, policies and procedures, forms, decision documents, and other reports.
8. *Provides phone coverage for division; screens phone calls and relays messages in a timely manner.
9. *Communicates and cooperates with all levels of personnel, medical staff, auxiliary and ancillary departments.
10. Maintains division and regulatory reporting matrices and timelines.
11. Conducts reviews of relevant news, trends, events, publications/literature, collaboratives, programs, regulations, and educational opportunities; summarizes for division leaders and personnel.
12. Maintains division shared files, contracts, intranet sites, and announcements/news feed posts.
13. Advances professional growth and development through continuing education seminars or workshops, self-study reading/media, coaching/mentoring, and professional affiliations.
14. Sorts and routes incoming division mail; delivers out-going division mail.
15. Inventories, orders and coordinates office supply purchases and deliveries for the division.
16. Assists with division event planning, coordination, and support for presenters.
17. Performs other related projects and duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of business English and spelling.
2. Knowledge of general office procedures and standard clerical techniques.
3. Knowledge of the business of healthcare and the structure and functions of a hospital/medical center system.
4. Knowledge of medical and nursing terminology.
5. Knowledge of computer hardware equipment and software applications relevant to work functions.
6. Knowledge of project management lifecycle and methodologies.
7. Knowledge of safety, quality and continuous improvement principles, methods, and processes/tools.
8. Skill in proficient use of Microsoft Outlook, Word, Excel, Power Point and keyboarding efficiency.
9. Skill in audio/video conferencing software and hardware.
10. Ability to exercise courtesy, professionalism and judgement in receiving office callers and visitors.
11. Ability to perform basic mathematical computations.
12. Ability to organize and maintain filing systems.
13. Ability to efficiently and accurately coordinate and schedule meetings with small to large groups.
14. Ability to compose correspondence, memorandums, presentations, procedures, and technical documents.
15. Ability to apply systems thinking to develop project charters and plans to achieve targeted outcomes.
16. Ability to prioritize work demands and work with minimal supervision.
17. Ability to succeed in an environment with rapidly changing priorities and needs.
18. Ability to problem solve and engage independent critical thinking.
19. Ability to gather, interpret, compile and maintain data in logs and informative reports.
20. Ability to facilitate meetings with project teams or committees.
21. Ability to communicate effectively both verbally and in writing.
22. Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.
23. Ability to maintain confidentiality relevant to sensitive information.
24. Ability to maintain regular and punctual attendance.

EDUCATION AND EXPERIENCE:

Associates degree (or higher) in business, science or related field required. Bachelor's degree preferred. Minimum of two (2) years professional experience required. Prior administrative support or project management/coordination experience preferred.