Executive Administrative Assistant (Admin) (Administrative)

Base pay: $24.80 - $37.20
JOB SUMMARY
The Executive Assistant provides a wide range of support services for primarily the Chief Medical Officer (CMO) and secondarily for other executives and members of the medical staff.
Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting, and event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Understanding of patient care and clinical operations as well as sensitivity to confidential matters may be required.

JOB DUTIES AND RESPONSIBILITIES
Schedule Management

Coordinates the schedule of the CMO and CIO as needed, prioritizing functions and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly.
Makes travel arrangements, coordinating flights, accommodations, and other itinerary specifics.

Meeting Management

Represent the Chief Medical Officer as needed in administrative functions, including meetings and committees pertaining to projects and programs.
Arrange meeting dates and meeting space, prepare agendas, record, and edit minutes for the following Committees: All Staff meeting for clinicians, Safe Prescribing, Clinical Quality Improvement, Medical Information Systems Quality, Chart Review, Medical Directors, Executive Leadership Committee, CME and other non-scheduled meetings with the CMO. Attend meetings for administrative staff in their absence.
Order meals, set up, and tear down for meetings.
Prepare a variety of communications from meeting minutes. Follow up on action items.

Records and Reports

Creates various office reports and is simultaneously charged with creating spreadsheets and charts, maintaining databases, and writing departmental status reports.

Speeches and Presentations

Writes draft correspondence, speeches, presentations and press materials and announcements. Develops staff and board presentations, annual reports, and policy manuals.

Gatekeeping

Fields phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary. Must be organized, have exceptional attention to detail and possess effective communication skills. Computer literacy is vital to the role.

General Administrative Services

Takes a lead role in updating Medical Staff Policies and Procedures by applying information gained in daily tasks, timely communications with Director of Clinical Operations and Center Managers, and generally being pro-active in the application of decisions made in the executive setting to clinical policies and procedures.
May coordinate the patient grievances. This includes writing and updating Patient Grievance Policy and Procedures and maintaining all records regarding grievances.
Manages subpoenas and schedule depositions.
Compose and distribute a variety of documents and non-standard replies to correspondence in an accurate and professional format, obtaining approval prior to release.
Maintains up-to-date administrative filing systems.
Answers and screen telephone calls for the Chief Medical Officer, take messages, and redirect calls as required.
Orders office supplies and publications.
Distributes materials to staff, managers, and clinicians.
Manages CME approval, documentation and travel for clinicians, Patient Education, Integrated Behavior Health and MAT.
Completes expense reports and check requests.
Always protects confidentiality.
Coordinates staff CME lectures and lunch.
Other duties as assigned by the Chief Medical Officer.

KNOWLEDGE, SKILLS, AND ABILITIES

Proficient in time management and organizing work to complete projects on a timely basis.
Comprehension of the medical executive administrative environment to carry out duties appropriately and effectively.
Understands Human Resources functions as they relate to coordinating clinician recruiting and performance review activities.
Develops effective and positive relationships with staff at all levels of the organization.
Carries out duties with minimal supervision.
Analyzes problems to facilitate solutions among staff and departments.
Effective application of company policies.
Excellent public relations skills.
Strong written and oral communication skills.
Advanced skills in word processing, spreadsheet, desktop publishing and graphic applications.
Records and edit minutes accurately.

EDUCATION & EXPERIENCE

High school diploma required or equivalent.
Formal administrative training
Ability to read, write, understand, and spell English and medical terminology correctly.
Excellent people skills and customer service orientation.
Basic Computer or keyboarding skills.
Typing 35-45 WPM.

PREFERRED QUALIFICATIONS

Bachelor's Degree in Health Services, Business Administration, or related field.

BENEFITS
SCHC understands the importance of good health for every employee. We offer a comprehensive benefits package to ensure employees and their families receive the optimal in health care coverage, along with options to meet their needs.

Competitive wages
Medical insurance
Dental insurance
Vision insurance
403(b) retirement plan with matching employer contribution
Long-term disability coverage
Life insurance
Accidental death and dismemberment insurance
Supplemental Insurances
Flexible spending account
Paid vacation
Paid sick
Paid holidays
Paid CME time and CME allowance
Employee assistance program
Jury duty pay
Bereavement pay
Prescription discount program
529 college savings plan
Educational reimbursement program
Gym membership discounts
Free subscription based app for meditation and sleep
Free telemedicine service for benefit eligible employees