Assistant, Executive Administrative (Chief Medical Officer)

Description

POSITION SUMMARY
The Executive Assistant provides high-level administrative support to the Clinical Operations regarding administrative functions. The Executive Assistant must be able to work confidentially and independently while carrying out numerous assignments as a liaison with internal customers and departments as well as outside community partners.

REPORTING RELATIONSHIPS 

This position reports to the SVP of Clinical Operations and CMO. This position will supervise the Administrative Assistant to the COO. 

DUTIES & ESSENTIAL JOB FUNCTIONS 

While living and demonstrating our Core Values, the Executive Administrative Assistant will:

• Manage and prioritize email, calendar and clinical appointments. Work with practice managers at various TWC outpatient locations to coordinate patient care and administrative schedules.
• Work with direct reports of CMO of Clinical Operations
• Ability to redirect meetings to other Executive Staff Members when applicable
• Coordinate and prepare complex and detailed travel plans and itineraries
• Be aware of personal events to avoid conflicts with business calendar
• Become familiar with priority appointments
• Act as gatekeeper to Clinical Operations
• Last backup for phone coverage
• Prepare meeting agendas
• Assist in the development, preparation and delivery of reports, publications, speeches, and presentations to employees, Board of Directors, investors, and customers
• Provide coordination and required information as requested to Senior Staff Executives that report directly to the CEO
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications
• Draft official business correspondence
• Ensure all phone calls are answered and/or redirected accordingly in a professional manner.
• Greet guests in a professional, friendly, hospitable manner
• Prepare communications, reports and PowerPoint presentations
• Make copies, take exact minutes, and compose agendas for various meetings as needed
• Assist in community–focused events
• This position will also work in the clinical setting to provide administrative support while SVP is in patient care
• Project Manager for Patient Satisfaction Surveys; work directly with providers, practice managers, EHR team and VP Quality to close loops, address issues and develop action plans
• Provide oversight and support to COO Administrative Assistant
• Responsible for training new administrative assistants that support clinical operations
• Responsible to lead weekly Clinical Operations EOS Level 10 meetings
• Clinical Operations EOS superuser responsible for training new clinical personnel responsible for leading EOS Level 10 meetings
• Management and tracking of PTO for all clinicians which encompasses all forms are accurately completed and coverage is maintained. Cross check that all time off is entered in Paylocity appropriately and usage follows and is in compliance with PTO balances and policies
• Ensure that all physicians have a schedule developed in Paylocity and is maintained in accordance with their employment agreement
• Responsible to train all new physicians on the following: patient Satisfaction Survey and process for follow up etc., PTO process and timecards, assist with training on Paylocity to help physician navigate the system for resources
• Assist in other areas of the organization as needed
• Perform other duties as assigned

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s Degree required
• Excellent professional skills along with multi-tasking abilities
• Strong analytical skills, organizational and time management skills
• Excellent interpersonal, written and verbal communication skills
• Possess excellent judgment and the ability to communicate with all levels of the organization including Executive Senior Staff and the Board of Directors and outside community partners
• Excellent computer and day-to-day technology skills, as well as proficiency with Microsoft Word, Excel and Power Point are required
• Willingness to work a flexible schedule
• High level of professionalism and confidentiality required at all times