Department Assistant - Medical Staff Office

Position: Department Assistant 2 - Medical Staff Office - FT - Day
Position Status:

Full time

Shift: First Shift (Days - Less than 12 hours per shift) (United States of America)
Hours per week:40
* High School Diploma / GED Required
* Bachelor's Degree

Preferred Experience Qualifications
* 3 years Clinical support experience. Required
* 1 year Healthcare experience Preferred
* 1 year Experience in word processing, typing, PowerPoint and data entry Preferred

Skills and Abilities

* Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Access), internet, e-mail, accounting software, and database software as applicable to the department.
* Maintain confidentiality of all business/work and medical staff information.
* Consistently demonstrates teamwork skills through appropriate and timely communication, feedback, consensus building, effective listening and willingness to learn.
* Maintain a professional appearance and maintain a neat and well-organized workplace.
* Ability to apply concepts of basic algebra and geometry.
* Excellent verbal, written communication and customer service skills as this position must communicate and interact effectively with a large number of professionals and individuals from a variety of backgrounds, including Stormont-Vail Health Care workers, various outside organizations, and the general public.
* Work independently, manages workflows and confidential material
* Experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.

What you will do
* Provides comprehensive administrative support for Medical Staff Services leadership and Medical Staff leaders, including department chairs, committee chairs, and officers.
* Coordinates Medical Staff committee cycles, including meeting scheduling, agenda development, document preparation, distribution of materials, and follow-up actions.
* Prepares, formats, distributes, and archives Medical Staff governance documents, including agendas, minutes, reports, and supporting materials in accordance with bylaws and regulatory requirements.
* Maintains official Medical Staff records, files, and documentation in compliance with organizational policy, CMS, TJC, and other regulatory standards.
* Supports payroll entry, invoices, purchasing, expense tracking, travel, compliance documentation, and administrative coordination related to the Medical Staff Fund in accordance with SVH policy.
* Independently prioritizes and organizes work related to Medical Staff Services including governance activities, committee cycles, confidential documentation, and regulatory deadlines; refers matters outside delegated authority to leadership.
* Plans, coordinates, and prepares Medical Staff meetings, PowerPoint and events, including the Annual Medical Staff Meeting and Doctors’ Day Celebration, as directed.
* Organizes and supports meetings and conferences by managing logistics, room reservations, calendars, invitations, agendas, PowerPoint (PP) presentations, catering and follow‑up materials.
* Records, prepares, and distributes detailed meeting minutes and related documentation to stakeholders in a timely manner.
* Designs, implements, and maintains effective filing and records management systems to ensure accurate, secure, and accessible information to include Standard Works.
* Prepares, edits, and formats reports, correspondence, and presentations using word processing, spreadsheets, and PowerPoint.
* Ensures compliance with organizational policies and procedures; manages confidential correspondence and documents with discretion.
* Works independently to prioritize tasks while maintaining effective working relationships with leadership, physicians, co‑workers, and customers; escalates issues as appropriate and collaborates with Employee Health and Learning & Talent Development to support Medical Staff compliance.

Required for All Jobs
* Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
* Performs other duties as assigned

Patient Facing Options
* Position is Not Patient Facing Remote Work Guidelines
* Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
* Stable access to electricity and…