Division Administrative Assistant, Health Services

Requisition Id 16409 

Overview:  

We are seeking a Division Administrative Assistant who will provide high-level healthcare administrative support to the Medical Director and the Health Services Division. This position requires a highly organized and experienced healthcare professional capable of managing sensitive information, coordinating division operations, and supporting clinical and administrative activities within a fast-paced healthcare environment.  This position resides in the Health Servives Division, Environment, Safety, Health and Quality Directorate, at Oak Ridge National Laboratory (ORNL).  

 

As part of our team, you will…

 

Major Duties/Responsibilities: 

• Under the direction of ORNL’s Medical Director, provide high-level administrative and operational support to the Medical Director and Health Services Division.
• Manage professional staff medical credentials and privileging documents.
• Manage the Medical Director’s calendar and day-to-day schedule, including prioritizing communications, coordinating meetings, and ensuring alignment with constantly competing priorities.
• Coordinate and compile division-wide schedules into a consolidated weekly HSD Operations schedule.
• Responsible for preparing correspondence meeting ORNL’s criteria. Assist division office administrative support staff regarding office procedures and preparation of correspondence and documents.
• Oversight of Division domestic and foreign travel and timekeeping.
• Coordinate scheduling and logistics for interviews, including candidate communication and interview panel coordination.
• Schedule and facilitate on-site and off-site visitors, including coordinating meetings with the Medical Director and organizing division tours.
• Manage schedules and logistics for post-doctoral graduate medical education rotations, student interns, and other trainees, including onboarding coordination and schedule oversight.
• Under oversight and guidance of HSD’s compliance officer perform administrative management of healthcare professional credentials and compliance tracking to support regulatory and organizational requirements.
• Safeguard any patient information from release, duplication, distribution, transmittal, disclosure, or discussion. Always maintain the highest level of confidentiality.
• Develop and design division forms, patient information booklets, and related documentation.
• Assist HSD staff with typing and printing directives and protocols.
• Organize division staff and clinical staff meetings and maintain meeting notes.
• Perform other duties as assigned by the Division Director.

 

Basic Qualifications:

• Associates degree with a minimum of five years of experience in a direct healthcare-focused role, including healthcare professional credentials management, or healthcare administration.
• Demonstrated experience/training in providing administrative support to healthcare organization leadership.
• Experience/training related to supporting healthcare program development, needs assessments, or health-related initiatives in a clinical, occupational, or public health setting.
• Strong organizational, communication, and document preparation skills.
• Proficiency with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint.
• Ability to manage multiple priorities and maintain attention to detail in a fast-paced environment.
• Ability to handle sensitive and confidential information with discretion.
• Direct experience with professional staff medical credentials.

 

Preferred Qualifications:

• A bachelor’s or master’s degree in Healthcare Administration.
• Experience supporting medical or occupational health operations.
• Familiarity with public health, community health, or health promotion efforts, including outreach or stakeholder coordination
• Familiarity with ORNL administrative systems and procedures.
• Experience coordinating travel and timekeeping processes.
• Experience preparing professional correspondence and technical documentation.
• Excellent written and oral communication skills.
• Motivated sel