Executive Assistant For Chief Medical Officer

Executive Assistant for Chief Medical Officer

Department: Medical

Reports to:Chief Medical Officer

Status: Full-Time

FLSA: Exempt

Organization Information

WellSpace Health believes that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. We see you and are here for you. To that end, we’ve committed ourselves to finding solutions for our community’s health and wellbeing to achieve regional health through high quality comprehensive care.

Our focus has always been to offer a full range of quality medical care, dental care, mental health and behavioral health services, and enabling services to underserved people. We do this by placing ourselves within the communities we serve and employing outstanding healthcare professionals who are devoted to our mission.

We are a Federally Qualified Health Center (FQHC) and are accredited by the Joint Commission for Ambulatory Care and Behavioral Health. We’re also certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home.

Position Summary

Provide support for Chief Medical Officer (CMO) and Clinical Staff Office (CSO) by delivering superior level administrative clerical support. The Executive Assistant to the CMO will implement administrative systems, procedures, policies, scheduling, and contribute to administrative projects.

Required Qualifications

• Bachelors or Associate degree in business management preferred OR a combination of education and five years + (5) years of Executive Assistant experience in lieu of degree.
• Advanced level proficiency with Microsoft Word, Excel, PowerPoint, and Outlook and other web-based programs.
• High level of integrity and discretion in handling confidential and sensitive organization information.
• Exceptional organizational skills with an ability to think proactively and prioritize in a fast-paced work environment.
• Experience scheduling appointments and updating calendars.
• Professional level written and verbal communication skills.
• Must be able to prioritize and have effective time management.
• Comfortable in a team-based, fast-paced environment with multiple tasks and projects.
• Self-directed and able to work without supervision.
• Exceptional interpersonal skills.
• Ability to adhere to established routines and practices; and compose effective and accurate correspondence.
• Ability to handle non-routine matters such as special projects, with minimum specific instructions
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Proactive approach to problem-solving with strong decision making skills.
• Utilize critical thinking skills in the performance of office support and operational/supervisory support functions.
• Adherence to infection control procedures, including but not limited to standard precautions of temperature monitoring, hand washing, symptom self-monitoring, masking, and social distancing.
• Assist and support the Center/Department/Program to meet standards of High Reliability.
• May travel as needed.
• Must have valid driver’s license and insurable driving record.

Essential Responsibilities

• Provide administrative and clerical support to the Chief Medical Officer, such as managing complex scheduling, organizing interviews and meetings, telephone communications, faxing, screening calls and other correspondence.
• Prepare information and research for CMO’s needs.
• Provide assistance to CMO in analysis, implemention, and monitoring of department initiatives for clinical staff.
• Work closely with other departments supervised by CMO such as Credentialing, Clinical Quality, Clinical Risk Management and all providers.
• Attend department and project meetings, follow up on assigned tasks, and communicate status.
• Prepare minutes, reports, presentations, collect and analyze information, maintain files, records and correspondence of meetings.
• Schedule meetings and appointments; must be able to effectively resolve calendar and scheduling conflicts.
• Organize programs, events, meetings or conferences by arranging catering, facilities, IT equipment, coordinating speakers and controlling event budget.
• Maintain web-based programs and online support centers for clinical staff.
• Assist in ensuring compliance with departmental policies.
• Maintain accurate project records, documents, and supporting material for department and ensures their proper filing and distribution.
• Track project performance, specifically to analyze the successful completion of short and long term goals.
• Develop comprehensive project plans, spreadsheets, diagrams, and process maps to meet business needs quality expectations.
• Organize and attend related meetings and conferences as needed.
• Maintain schedules, use filing systems, create presentations, prepare and record accurate reports, summaries, tabulations from system data, make travel arrangements and more to support the CMO and CSO.
• Work independently in carrying out assignments to completion with time sensitive deadlines. Maintain operational procedures relative to office administrative activities and work flow in and out of the department.
• Other duties as prescribed by Chief Medical Officer.

Benefits

Successful candidate will receive regionally competitive salary, above average health benefits at reduced costs, company paid life insurance & long-term disability insurance, additional voluntary retirement plan with company match and no vesting schedule requirement. Dependent on working 30+ hours per week.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Professional development hours offered annually

Physical Demands and Work Environment

The work environment is characteristic of a medical clinic environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands and arms to reach. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principals of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WellSpace Health is an Equal Opportunity Employer