Executive Office and Contract Mgr at AdventHealth

Date Posted: 6/21/2019

Job Snapshot

  • Job Schedule
  • Job Category
  • Date Posted:
  • Job ID:
  • Job Family
  • Travel
    Yes, 25 % of the Time
  • Shift
    1 - Day
  • Application Zone
    1-Shared Services
  • Organization
    AdventHealth Fish Memorial

Job Description


Executive Office and Contract Manager

AdventHealth Fish Memorial

Location Address: 1055 Saxon Boulevard Orange City, Florida 32763

Top Reasons To Work At AdventHealth Fish Memorial

Great Health Insurance Coverage

Competitive Pay

Top Employer of Choice in Central Florida

Other great benefits such as: Educational Reimbursement

Career growth and advancement potential

Work Hours/Shift:

Full Time

You Will Be Responsible For:


1.     Manages, directs or coordinates administrative functions/services and clerical duties of the Executive Office to include direct management of calendars for CEO, CFO, CMO and indirect for COO, and CNO.   Supervises and provides oversight of office staff, delegating projects or functions as deemed necessary, assisting office staff in their roles when needed.

2.     Greets and assists patients, physicians, staff members, customers and telephone callers.  Handles physician and/or patient/customer complaints in a confidential manner, investigates and/or refers to appropriate resource and/or department for resolution.

3.     Opens, sorts, reviews and routes incoming correspondence. Establishes uniform correspondence procedures and style practices. Composes and types correspondence to routine inquiries communicating effectively in oral and written form.

4.     Monitors and reviews incoming expense reports, check request forms, invoices and other documents from all hospital areas to pertinent Executive Officer to ensure compliance with established Policy & Procedure this includes monitoring and tracking for physician non-compensation items. Prepares and processes c-suite expense reports on a routine basis.

5.     Analyzes and organizes office operations and procedures. Evaluates office production, reviews procedures, or devises new forms to improve efficiency of workflow.

6.     Compiles preparation of records such as notices, minutes, resolutions and reports for the Southwest Volusia Health Care (SVHC) and Southwest Volusia Health Services (SVHS) Board of Directors and the Finance Committee. Communicates with board and Finance Committee members regarding meeting activities. Attends, prepares and maintains minutes of board and Finance Committee meetings.

7.     Attends and prepares agenda for Admin Council, Team Time and Management Council. In coordination with CEO plans conferences/retreats for events as needed.

8.     Responsible for the overall direction and coordination of the Executive Office functions and performs other duties as assigned by members of the Administrative Team.

9.     Preparation and filing of legal documents with government agencies to conform to state statutes (i.e. Hospital State License, AHCA Requests, etc.).  Custodian of government and state licenses. Prepares documentation as required by AHCA, AHS, Auditors, etc.

10.  Performs notarial acts for physicians and employees per established hospital policy

11.  Maintains hospital calendar and handles all hospital related conference room calendars monitoring for appropriateness of meeting requests based on AH Corporate Company-Wide policy for Facility Use.

12.  Handles and maintains Hospital ARC policy site, granting user access, monitoring and training contributors on appropriate use of site.  Responsible to for archiving and maintaining integrity of policies for legal/risk usage in lawsuits. Assists contributors with P&P development, format and updating procedures.

13.  Supports administration in established Policies & Procedures (P&P) managing duties related to annual policy review and update for Hospital-wide and Department policies.



1.     Has scope and over all physician documents that require a physician signature to determine the need for submittal to AdventHealth Corporate Responsibility (AHCR) regardless of compensation or non-compensation requirements on the document. This includes but is not limited to Physician Employment Contracts, Recruitment Assistance and Professional Service Agreements, LLC Agreements, Medical Director, Interpretative Tests, Leases. 

2.     Has scope over non-physician related Summit building leases preparing these for signature and processing through Accounting.

3.     Has scope over Transfer agreements processing if needed through Legal Services then appropriate Executive at AHFM.

4.     Has scope over School/University Affiliation Agreements working with hospital Education Department to obtain contact information then processing agreement utilizing established AHFM Template.

5.     Assists with preparation of physician related contracts for submission to AdventHealth Corporate Responsibility (AHCR) for review and approval.  Submits and tracks all physician related contracts through the AHCR contract review process.  Determines modifications that might be required after review and processes these accordingly, obtains signatures on final agreement then uploads required documentation into Contract Database.

6.     Maintains the contract tracking system, monitoring deadlines, maintaining electronic filing system. 

7.     Receive all physician related invoices and review for accuracy, providing appropriate backup and using appropriate tracker form submitting all to CFO for approval then sending to Accounts Payable for processing per established office process.

8.     Monitors and updates Physician non-compensation tracking log following regulatory guidelines, requesting updates from Management Council on a routine bases regarding personal gifts.

9.     Has scope over non-physician related Summit building leases preparing these for signature and processing through Accounting.

10.  Has scope over Transfer agreements processing if needed through Legal Services then appropriate Executive at AHFM.

11.  Has scope over School/University Affiliation Agreements preparing and processing agreement utilizing established AHFM Template, working with Education to finalize process.


What You Will Need:

•         Associate Degree (AA. Or A.S.) in Secretarial Science and/or Office Management Program or equivalent two years college. State Notary Public License also required.

•         A minimum of 7 years as an Executive Assistant to Executive Level officers with a level of college training as stated above.

•         Excellent proficiency in Microsoft Office Products (Excel, Word, Outlook, PowerPoint) required.

•         Driver’s license required.  

Job Summary:

This position requires an accomplished, driven, educated professional with extensive administrative and contract management experience. The individual in this role is personable, detail-oriented, self-motivated, highly organized and able to effectively manage critical projects while delivering the highest quality possible.  This position requires a multitasker who is able to quickly assess and prioritize projects, based on deadlines, complexity, process flow and person-hours required.  This individual must possess writing skills, problem solving with effective solutions, and be a team player and motivator.  The individual in this role handles multiple priorities in a fast-paced environment with frequent interruptions and heavy phone activity.  Attends and prepares minutes for meetings, as assigned. 

The individual in this role plans, coordinates and directs a broad range of services that allows the organization to operate efficiently and handles a wide variety of complex, time sensitive documents and confidential situations.

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances.

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