Administrative Assistant - CMO

JOB SUMMARY:

Provide high-level administrative support by performing clerical functions supporting the clinical and quality divisions of Health West, such as preparing correspondence, arranging conference calls, scheduling meetings, making reservations, researching topics or situations, preparing reports, handling information requests, receiving visitors, helping with ongoing and special projects. May also train and supervise lower-level clerical staff.

CLINICAL FUNCTIONS AND RESPONSIBILITIES Correlate Provider PTO/CME scheduling including coverage plans – ensuring there is coverage prior to PTO/CME approval.

Correlate Provider holiday time off rankings, approvals, and coverage plans Point of Contact for clinical student inquiries regarding potential rotations, including obtaining contracts from sponsoring institutions.

Correlate the On-call schedule for the Utah and the Wyoming providers.

Transcribe and distribute meeting minutes for the following meetings:
Provider, Quality, Value-based Care, Risk Management Committee, 340B Pharmacy, and Leadership.

Pharmacy stamp management ()Revenue Cycle Management (RCM) daily report pull Travel arrangements for Medical and Pharmacy Team Potentially begin clerical training on clinical Risk Management, FTCA compliance, and HRSA onsite visits.

ADMINISTRATIVE FUNCTIONS AND RESPONSIBILITIES: (Including, but is not limited to):

Organize conference room schedules.

Manage and maintain executives’ schedules.

Correlate Secretary of State filing

In charge of the Administration vehicles including management and upkeep.

Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, and data-base or presentation software.

Correlate Birthday and Anniversary gifts, including planning and distribution.

Answer phone calls and direct calls to appropriate parties or take messages.

Prepare responses to correspondence containing routine inquires.

Open, sort, and distribute incoming correspondence, including mail, faxes, and e-mail. Make Post Office runs as necessary.

Greet visitors and determine whether they should be given access to specific individuals.

Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committees, for the Health West Board, and for other meetings.

Research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Assist with duties upon request from the Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Medical Officer (CMO), Chief Operations Officer (COO), Director of Quality, Director of Informatics, and Director of Outreach and Enrollment, and other, appropriate staff members.

Assure proper equipment and resources are available in the office (copies, paper, utensils, supplies, coffee, etc.)Maintain a high level of confidentiality at all times.

QUALIFICATIONS and SKILLS:

Must have a sense of humor.

Clerical – Excellent typing skills. Knowledge of administrative and clerical procedures and systems, including use of Microsoft 365 programs like Word, basic Excel, Calendar, Outlook e-mail, PowerPoint, etc.

English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Able to speak the language fluently so all can understand and to minimize misunderstanding.

Customer and Personal Service – Knowledge of principles and processes for providing customer service and personal services and meeting quality standards for services and evaluation of customer satisfaction.

Computers and Electronics – Excellent electronic skills, including: computer, phone, texting, video conferencing, and usage of other, appropriate…