ADMIN ASSISTANT

Position Summary

The Administrative Assistant/Medical Staff Coordinator is responsible for providing administrative support for the CEO, CMO and CFO, including performing clerical duties, coordinating meetings, record-keeping of meetings, maintain medical staff files, assist CEO with contract renewals, reporting responsibilities to the corporate office, etc. The position is also responsible for organizing, directing, and coordinating medical staff support. This role is ideal for a detail-oriented professional who enjoys balancing executive support, project coordination, and medical staff administration in a collaborative healthcare environment.

Primary Responsibilities and Job Specification

Executive Leadership Support

• Provide administrative support to the CEO, CFO, CMO, and Medical Director.
• Manage executive calendars, schedules, and meeting coordination.
• Prepare correspondence, reports, presentations, and other business documents.
• Coordinate travel arrangements and process expense reports.
• Serve as a professional point of contact for internal and external communications.
• Organize and maintain executive records, files, and contract documentation.

Meeting & Board Coordination

• Schedule and coordinate leadership, medical staff, committee, and board meetings.
• Prepare meeting materials, agendas, and supporting documentation.
• Attend meetings and accurately record minutes.
• Manage meeting room scheduling and logistics.
• Distribute on-call schedules, meeting minutes, and other key communications.

Medical Staff Coordination

• Maintain physician and allied health professional credentialing files.
• Coordinate documentation for medical staff appointments, reappointments, and privileging.
• Ensure compliance with Medical Staff Bylaws, accreditation standards, and regulatory requirements.
• Maintain accurate physician rosters and contract records.
• Act as a resource for medical staff regarding credentialing and medical staff processes.
• Support licensing, accreditation, and regulatory surveys.

Administrative & Operational Excellence

• Maintain departmental policies, procedures, directories, and records.
• Assist leadership with special projects, reports, and data collection.
• Manage confidential employee, physician, and patient information with professionalism and integrity.
• Collaborate with departments across the organization to support operational goals and quality initiatives.

Required Qualifications

• High School Diploma or GED required.
• Minimum of three years of administrative assistant or executive support experience.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication abilities.
• Ability to handle confidential information with discretion.

Preferred Qualifications

• Experience in a healthcare, hospital, or medical office setting.
• Knowledge of medical terminology.
• Familiarity with medical staff credentialing and physician relations.
• Understanding of healthcare accreditation and regulatory standards, including CMS, Joint Commission, and state regulations.