Medical Executive Assistant

POSITION SUMMARY
The Medical Executive Assistant (“Assistant”) provides routine to complex administrative support to the Chief Medical Officer (CMO), Medical Director (MD), Lead Physician and Director of Clinical Services (the “Medical Executives.”) This role requires a thorough understanding of medical policies and procedures; works with highly confidential information; and communicates with contacts at all levels within and outside of the organization.
The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).
All duties and responsibilities apply to the Medical Executives.

DUTIES AND RESPONSIBILITIES
1. Generate clinical and administrative reports for Medical Executives, as requested – at regular frequency and ad hoc.
2. Partner with the Chief Medical Officer to ensure the right tasks are taking priority.
3. Support the Medical Director on tasks and initiatives prioritized for the medical department.
4. Review and analyze daily correspondence, telephone calls and e-mails; prepare preliminary responses based on in-depth understanding of division and NAHC’s vision, goals, objectives, established procedures and standards.
5. Monitor Medical Executives’ inbox and all other correspondence. Ensure Medical Executives are aware of subjects that require their follow up and input.
6. Record and prepare meeting minutes as directed and distribute meeting summary notes in a timely and proactive manner. Debrief Medical Executives on action items for their follow up.
7. Perform a variety of administrative tasks which are often confidential in nature, preparing complex correspondence including reports, policy memos and assure their accurate and professional presentation and appearance.
8. Coordinate and send out the meeting agendas, under the guidance of the Medical Executives.
9. Maintain schedules and calendars for Medical Executives. Scheudule meetings on behalf of Medical Executives, as requested.
10. Organize and prepare routine correspondence and communications for Medical Executives, including reports, spreadsheets, presentations. Produce memos, notices, updates and distribute communication as directed. Format documents and communication according to NAHC’s style guide.
11. Arrange travel and accommodations for Medical Executives, as needed.
12. Support event coordination as directed by the Medical Executives.
13. Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
14. Support communication efforts by sending emails, or making calls as requested by Medical Executives. Receive and screen telephone calls, mail, and/or visitors; answer questions and research potential answers to questions.
15. Communicate facility, office and supply needs, as needed, to site Administrative Assistants, and follow up until matter is resolved. Perform other related duties following standard office routine, practices and procedures or instructions.
16. Work on special projects as directed by the Medical Executives, including gathering, comparing and summarizing data.
17. Responsible for tracking project action items to ensure progress is made and action items are effectively completed.

GENERAL DUTIES AND RESPONSIBILITIES
18. Attend all meetings and trainings as requested.
19. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
20. Safety: Responsible for ensuring that all duties, responsibilities and operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves.
21. Safety: Take appropriate corrective actions to address matters pertaining to employee health and safety that have been brought to their attention.
22. Works extremely well under pressure, meet