Executive Assistant/Medical Staff Coordinator
St. Charles Health SystemAbout the role
This full-time exempt position comes with a comprehensive benefits package that includes medical, dental, vision, a 403(b) retirement plan, and a generous Earned Time Off (ETO) program.
ST. CHARLES HEALTH SYSTEM
JOB DESCRIPTION
TITLE: Executive Assistant/Medical Staff Coordinator-CAH
REPORTS TO POSITION: VP-Hospital Administrator
DEPARTMENT: Administration
DATE LAST REVIEWED: July 28, 2025
OUR VISION: Creating America’s healthiest community, together
OUR MISSION: In the spirit of love and compassion, better health, better care, better value
OUR VALUES: Accountability, Caring and Teamwork
DEPARTMENTAL SUMMARY: The Executive Assistant/Medical Staff Coordinator is responsible for the overall administrative functions throughout the hospital. The departments will include, but not limited to the following: Administration/Corporate, Human Resources, Legal and Compliance, Information Technology, St. Charles Medical Group, and Value Improvement Practice.
POSITION OVERVIEW: The Executive Assistant/Medical Staff Coordinator at St. Charles Prineville and Madras provides administrative support to system and division executives, and other members of the administrative team as assigned. Determines how to best manage the office for the assigned executive and other members of senior management, accomplish functions within established procedures and protocol, and provide excellent customer service to all St. Charles Health System caregivers, providers, and visitors in person and via telephone. In addition, this position manages medical staff activities to ensure quality in conducting, maintaining, and communicating medical staff function and management of medical staff processes. Serves as a resource to, and collaborates with, the Medical Staff, its officers and committee chairpersons to advance the quality of practitioners and patient safety of the facility. This position does not manage any other Caregivers.
ESSENTIAL FUNCTIONS AND DUTIES:
Executive Assistant duties:
Provides the highest level of administrative support within the administrative suite through professional and positive communications, clerical functions, project management, calendaring, and problem solving for the assigned executive and other members of the senior management team as requested.
Coordinates functions of various committees by scheduling meetings, through coordination of committee business and communications, and record keeping.
Provides support to achieve and maintain compliance with all local, state, and national health care guidelines, rules and regulations (Joint Commission, Medicare/CMS, Health Division, ISO, etc.).
Acts as community liaison where appropriate by participating in and coordinating leader, caregiver and provider participation in local events.
Ability to work with little or no supervision, and to make sound decisions.
Ability to work in a fast-paced work environment with frequent interruptions, maintaining the highest level of confidentiality at all times.
Draft reports, letters, minutes, and other materials.
Medical Staff Coordinator duties:
Prepares and processes financial transactions in compliance with organizational policies and accounting standards.
Drafts, revises, and maintains policies and procedures related to medical staff services, credentialing processes, and administrative operations in coordination with legal, compliance, and leadership teams.
Coordinates all aspects of medical staff committees including compiling agenda material, accurately documenting minutes, following regulatory requirements, generating follow-up correspondence, researching and preparing information for medical staff leadership, and strictly protecting credentialing and peer review confidentiality.
Provides consultation regarding privileging, credentialing, reappointment, and corrective action processes as defined in the medical staff bylaws and applicable policies and procedures.
In consultation with manager or director, may communicate sensitive and confidential issues with medical staff leaders and/or senior administration, including peer review and professional conduct involving physicians, advanced practice professionals and allied health professionals. Uses judgment and discretion to maintain peer review protection of
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