Executive Assistant, Medical Staff

Current Employees

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About the role

The Executive Assistant is responsible for the direct administrative support of the Chief of Staff and Medical Staff. The individual will be competent in the knowledge of organizational operations, procedures, policies and personnel and work independently to plan and organize office operations. They will assist in the planning and preparation of any special events associated with the Medical Staff Office. They will coordinate the Fellowship Program and assist with coordinating medical staff-hosted educational tutorials.

Key Responsibilities

• Coordinates all administrative activities for assigned medical staff and Chief
• Screens and expedites telephone calls from healthcare professionals or public requesting information related to the care of patients or services rendered by Shriners Hospital for Children.
• Ensure messages are delegated in a timely manner. Use proper etiquette.
• Retrieve, circulate and respond to emails
• Maintain calendars and notifies medical staff in the event of changes and/or cancellations.
• Maintain up-to-date medical staff and chief away schedules and communicate accurately and effectively to various clinical departments
• Approve PTO/Wellness requests and timecards for assigned staff
• Arrange travel for assigned staff including airfare, transportation, hotels, ground travel, car rentals.
• Maintain travel expenses reimbursement for physicians and other providers
• Type correspondence, transcribe dictation and meet deadlines
• Coordinates and maintains minutes for meetings in an accurate and timely manner.
• Distributes reminders, agendas, and necessary materials for assigned Committees.
• Independently organizes meetings, appointments and events as needed
• Coordinate tutorials and scientific meetings, as well as, legal inquires/meetings
• Order inventory, lab coats and business cards for physicians and other healthcare providers
• Maintain and submit reports to home office as assigned
• Demonstrates adaptability to respond and complete urgent assignments with accuracy and assuredness.
• Demonstrates evidence of importance of confidentiality and security of files.
• Provides support to credentialing
• Provides support for Medicaid and Medicare enrollment applications of assigned medical staff.
• Assists in the daily operations of the Medical Staff.
• Collaboratively works with Medical Staff Administrative team to ensure workflow, division of responsibilities, and cross-coverage of the Medical Staff department to ensure proper functioning and efficient operation.

Required Qualifications

• 7 years of executive-level administrative experience and/or senior executive support position
• Excellent communication and follow-through skills
• Exceptional organizational and office skills, familiarity with statistical analysis and ability to manage multiple schedules and deadlines.
• Strong computer skills and experiences producing high-quality work; including word processing, spreadsheets, calendar/appointment programs and database applications (MS Word, PowerPoint, Excel, Teams, and the use of AI).

Preferred Qualifications

• Associates Degree
• Bachelors Degree
• Medical terminology

Compensation is determined based on years of relevant experience and departmental equity.