• Compassion: We are kind, considerate, and caring.
• Accountability: We take ownership for each person’s experiences.
• Respect: We treat each person with dignity.
•  Excellence: We seek the highest level of performance in all we do.
• Stewardship: We strive for racial and health equity, diversity, and inclusion by delivering quality health care and access for all

POSITION SUMMARY

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive and Administrative Support

• Manage the CMO’s calendar, meeting requests, correspondence, telephone messages, travel arrangements, and administrative priorities.
• Prepare confidential correspondence, presentations, reports, executive summaries, agendas, and briefing materials at the CMO’s direction.
• Research and compile information using approved internal systems, intranet resources, and external sources.
• Maintain orderly electronic and paper records in accordance with TCA Health retention, confidentiality, and security requirements.
• Process incoming and outgoing communications and route time-sensitive matters promptly.

Meetings and Follow-Through

• Coordinate provider, clinical leadership, CQI, peer review, and other meetings requested by the CMO.
• Prepare agendas, distribute materials, record accurate minutes, and issue draft minutes within two business days unless otherwise directed.
• Maintain action-item logs with assigned owners and due dates; follow up and escalate overdue items to the CMO.

Clinical Operations Coordination

• Coordinate provider schedules, PTO requests, and anticipated coverage gaps; communicate issues to the CMO and designated operational leaders for resolution.
• Support new-provider onboarding by coordinating orientation, credentialing documents, training, equipment, and electronic health record access with the responsible departments.
• Maintain trackers for provider evaluations, peer reviews, licenses, certifications, contracts, and other assigned renewal dates; notify responsible leaders in advance of deadlines.
• Coordinate administrative components of credentialing, compliance activities, audits, government reviews, and corrective-action follow-up under the direction of the responsible leader.
• Support clinical supply requests by routing needs to the appropriate department; this position is not responsible for independent clinical purchasing decisions.

Reporting and Project Support

• Collect, organize, and validate source information for board, executive, quality, grant, CQI, productivity, and other assigned reports; prepare drafts for leadership review and approval.
• Maintain a master calendar of recurring reports, meetings, audits, renewals, and deliverables, with advance reminders to responsible owners.
• Provide administrative coordination and documentation support for the 340B program and pharmacy partnerships under the direction of the CMO/340B Responsible Official and other designated leaders
• Track contracts and leases assigned to the CMO’s office and alert responsible leaders of upcoming renewals or required action.
• Lead assigned administrative projects, document progress, identify barriers, and follow through to completion within the authority delegated by the CMO.

Communication, Compliance, and Professional Standards

• Communicate professionally and effectively with leadership, providers, staff, patients, partners, and external agencies.
• Protect confidential and sensitive information and comply with HIPAA, organizational privacy policies, and information-security requirements.
• Review forms, reports, meeting materials, and data entries for completeness and accuracy before submission.
• Exercise sound judgment, recognize matters outside the position’s authority, and escalate them promptly to the CMO or appropriate leader.
• Perform other related administrative duties as assigned within the scope of the position.

EDUCATION AND QUALIFICATIONS

• Associate degree in business administration, healthcare administration, or a related field preferred; equivalent relevant experience may be considered.
• At least three years of progressively responsible administrative experience; experience supporting senior leadership is strongly preferred.
• Healthcare, Federally Qualified Health Center, nonprofit, or clinical-operations experience preferred.
• Experience preparing professional correspondence, presentations, reports, agendas, and meeting minutes.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; familiarity with electronic health records and project-tracking tools preferred.
• Typing speed of at least 60 words per minute with strong accuracy and attention to detail.
• Demonstrated discretion, organization, initiative, problem-solving ability, time management, and capacity to manage multiple deadlines.
• Ability to work collaboratively across departments while maintaining appropriate professional boundaries and confidentiality.

CORE PERFORMANCE EXPECTATIONS

• Calendars, meeting materials, minutes, and action logs are accurate, timely, and complete.
• Recurring deadlines and renewal dates are tracked with adequate advance notice.
• Provider onboarding and schedule-coordination tasks are completed promptly, with barriers escalated before they disrupt operations.
• Reports and presentations are professionally prepared and supported by validated source information.
• Confidential information is consistently protected, and communication is professional and responsive.

BENEFITS

• Medical insurance plan options
• Dental insurance plan options
• Vision coverage
• Company-paid long-term disability coverage
• Company-paid life and accidental death and dismemberment insurance
• 401(k) plan with employer match
• Paid time off and paid holidays
• Voluntary benefits through Aflac