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 (Stamps.com)
• 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 electronic devices.
• Administration and Management – Willing to learn management principles involved in strategic planning and other leadership qualities.
• Personnel and Human Resources (HR) – Does not gossip. Learns the basics of HR so as not to divulge or convey inappropriate information.
• Mathematics – Knowledge of basic arithmetic. Able to use a calculator.
• Able to understand and help implement relevant Health West policies and procedures.
• Active Listening – Gives full attention to what others say, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension- Understands written sentences and paragraphs in work-related documents.
• Speaking – Speaks with others to convey information effectively.
• Writing – Writes effectively and appropriately for the intended audience.
• Coordination – Able to coordinate schedules and prioritize importance of events and meetings. 
• Critical Thinking – Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Time Management – Manages one’s own time and the time of others.

ABILITES:

• Oral Comprehension – The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression – The ability to communicate information and ideas in speaking so others will understand.
• Speech Recognition – The ability to identify and understand the speech of another person.
• Written Comprehension – The ability to read and understand information and ideas being presented in writing.
• Written Expression – The ability to communicate information and ideas into writing so others will understand.
• Speech Clarity – The ability to speak English clearly so others understand and not misunderstand.
• Information Ordering – The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules.
• Problem Sensitivity – The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

WORK ACTIVITES:

• Communicating with supervisors, peers, or subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, e-mail, texting, written form, or in person.
• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others. Being a team player and willing to help others when needed.
• Getting Information - Observing, receiving, and otherwise obtaining information from relevant sources.
• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish required work.
• Communicating with Persons Outside the Organization - Communicating with people outside the organization, representing the organization to customers, the public, the government, or other external sources if needed.
• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

EDUCATION: Associate degree in a related field preferred, or a High School diploma (or equivalent) with two or more years of experience in secretarial or administrative assistant work.