Administrative Assistant

The Administrative Assistant is responsible for a wide range of administrative support duties for the Chief Medical Officer (CMO). They will proactively manage the CMO calendar, schedule and organize meetings, prepare meeting agendas and Power Points, take and distribute meeting minutes, track policies and procedures, manage the medical provider phone call schedule, and coordinate communication with community partners and outside agencies.

Associate's Degree with a minimum of 2 years of business or data management experience required. Bachelor's Degree preferred. Previous experience working in a healthcare setting preferred.

Must be professional, self-motivated, capable of working independently but also a team player. Must be able to compose, proofread and edit formal meeting minutes, ensuring content accuracy, grammatical correctness, and proper use/spelling of terminology.

Must have excellent computer skills and be proficient using Microsoft Word, Sharepoint, Excel, PowerPoint, and Microsoft CoPilot or other artificial intelligence programs. Candidates will be required to complete a skills-based assessment to demonstrate proficiency, if selected for an interview.

Must have excellent interpersonal and communication skills, both verbal and non-verbal. Ability to manage multiple tasks and prioritize workload. Must be able to manage and meet conflicting/changing deadlines. Must be flexible and well-organized.

Must demonstrate excellent internal and external customer service skills. Ability to provide bilingual patient care is a plus. Must understand and embrace the mission of Community Health Centers, in general, and Eastern Shore Rural Health, in particular.

Responsibilities

• Assist the CMO in the execution of audits and assessments as required by OSHA, 330 Grant, UDS, Compliance Department or other SLT members.
• Provide administrative support for CMO and SLT, as directed by the CMO.
• Send calendar invitations, take/edit/distribute meeting minutes in a timely fashion, create PowerPoint slides for various meetings, including but not limited to: QA/QI, Clinical Directors, SLT Clinical, Board QA/QI, and the Quarterly Provider meetings.
• Assist CMO with correspondence (mail, email, etc.) and other administrative procedures.
• Work with other Senior Leadership Team (SLT) members as requested and coordinate meeting calendars effectively.
• Manage the medical provider phone call schedules.
• Gather data and documentation for provider evaluations (30/60/90 and annual) ensuring they are available to the CMO in advance of scheduled evaluations.
• Track quarterly peer audits and ensure that the quarterly peer review information is entered onto the data sheet in a timely fashion.
• Work collaboratively with Human Resources on provider matters, including recruitment and retention activities.
• Other duties and tasks as directed by the CMO.

Additional Duties (for designated bilingual staff)

If qualified, perform interpretation/translation services for ESRHS centers. If qualified, assist patients with signing up for the Migrant Clinician Network.