Executive Assistant

Job Description

Executive Assistant is responsible for providing administrative support for the Administration Department staff, including performing clerical duties, attending departmental and clinical meetings, and coordinating medical staff activities. Executive Assistant is also responsible for the credentialing and privileging of the medical staff and maintaining medical staff files.

Job Duties/Responsibilities

• Perform clerical tasks for CEO & Medical Director including facility administrative records, answering/initiating phone calls and intercom pages in a professional manner.
• Coordinate travel arrangements for the Chief Executive Officer and key personnel.
• Coordinate the Chief Executive Officer's daily schedule and organize meetings as assigned.
• Schedule meetings for the Medical Director as necessary.
• Compose and type all correspondence and reports for the Chief Executive Officer, and Medical Director.
• Assume responsibility for the finished product whenever a typing, copying or filing task is completed.
• Open and distribute mail for the CEO and Medical Director.
• File all corporate mail promptly in specific files and respond to inquiries as appropriate.
• Coordinate the conference room schedule, responding in a timely fashion and appropriately to all requests.
• Serve as hospital notary.
• Support the Administration Department by maintaining an organized environment with a courteous professional demeanor.
• Prepare and mail monthly meeting calendars to the medical staff and facility staff.
• Order supplies for the department; maintain a cost-effective and efficient office.
• Initiate verification of medical staff credentials for each new applicant and reappointment of existing medical staff members, working closely with Medical Director.
• Maintain and ensure all areas of physician/licensed practitioners credential files are current.
• Maintain and update physician/licensed practitioner and facility operation contract books.
• Work with Performance Improvement and Medical Director on OPPE/FPPE Process.
• Assist in the preparation of licensing and accreditation surveys.
• Receive physician monthly payroll invoices; verify dates, acquire signatures, forward to payroll.
• Maintain physician contracts and copies of physician invoices.
• Maintain (and distribute to payroll monthly), professional staff agreement/compensation log.
• Ensure that pertinent information is reported to the Governing Board, Medical Executive Committee, Medical Staff Committees and Facility Committees.
• Act as a member of the Service Excellence Committee and as the Service Excellence Facilitator for the facility.
• Attend and maintain complete minutes for various facility meetings, which may include meetings of the Medical Executive Committee, Medical Staff Committees, Governing Board and Administrative Management meetings.
• Maintain the Governing Board Bylaws, Medical Staff Bylaws and rules and regulations.
• Schedule of medical staff call coverage, monthly, and yearly schedule.
• Notify medical staff and A&R of any physician coverage change.
• Type and distribute medical staff and administrator on-call rosters to all appropriate Departments and Programs.

Qualifications

Job Requirements: High school diploma or equivalent required. Associate degree in related field preferred. One year of experience working as an Executive Assistant required. Handle With Care and Basic Life Support (BLS) for Providers required. Training provided at the facility. Level 1 Arizona Fingerprint Clearance card or be able to obtain within 30 days of hire.