Medical Staff Administrative Assistant

JOB SUMMARY

The position of Medical Staff Administrative Assistant is an advanced clerical position responsible for duties assigned by the Director, Medical Staff Services. These duties would include, but are not limited to: assist the Chief Medical Officer, schedule and attend meetings, assist physicians and Advanced Practice Professionals as needed in the business functions of the Medical Staff.  The Medical Staff Administrative Assistant is responsible for the onboarding of all medical students and residents and meets regularly with the Designated Institutional Officer. Exhibits exceptional professionalism and preserve confidentiality. Strives for superior performance by consistently providing a product or service to leadership and staff that is recognized as ultimately contributing to the patient and family experience.  Recognizes and demonstrates understanding of patient and family centered care. 

PRIMARY JOB RESPONSIBILITIES

1. Plan, organize and maintain the schedule of the Chief Medical Officer and Director as needed.
2. Assist the Medical Staff Services Director as needed.
3. Act as the point-of-contact for all medical students and residents including but not limited to; facilitating orientation, obtaining required documentation, and maintaining records.
4. Responsible for supporting multiple medical staff department and committee meetings, ensure accurate and timely minutes are recorded and filed, and all necessary meeting-related follow-up activities are completed.   The meetings will require some early mornings and occasional evenings.
5. Follow through on actions recommended at meetings; prepare necessary correspondence; send excerpts of minutes to appropriate individuals for further action; channel information/recommendation among various committees, departments, Board of Directors, etc..
6. Specialized work as assigned which may include entry-level credentialing assistance, special events coordination, Joint Commission/regulatory support or other assignments as needed.
7. Clerical duties that include, but not limited to: typing policies, preparing memos, letters and other documents, filing, copying, faxing, scanning, answering phones, scheduling meetings, opening and sorting incoming mail, both external and interdepartmental.
8. Assist in compliance with the accrediting and regulatory agencies (i.e. TJC, NCQA) as well as federal, state and local requirements.
9. The ability to work independently with minimum supervision in a high paced environment.
10. Able to be an effective problem solver through active problem identifications and collaboration with other staff, providers, other staff, managers from other departments and Hospital Administration. 
11. Able to resolve conflicts in a pro-active manner that demonstrates a high level of customer service.
12. Strong verbal and written communication skills necessary to deal effectively, courteously and successfully with management physicians, staff, patients and the community.
13. Demonstrate knowledge of and supports hospital mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality statements, corporate compliance plan, customer service standards, and the code of ethical behavior.

DEPARTMENTAL AND ADDITIONAL JOB RESPONSIBILITIES

1. Perform other duties as assigned

JOB SPECIFICATIONS

EDUCATION

1. Bachelor Degree is required, preferably in Business Administration or Healthcare Administration.  Strong administrative experience will be considered in lieu of a bachelor’s degree. 

EXPERIENCE

1. Previous C-Suite office experience is highly preferred.
2. Able to work as a multidisciplinary staff member in the department.
3. Type 55 words per minute is required.
4. Proficient in Microsoft Office is required.

ESSENTIAL PHYSICAL ABILITIES/MOTOR SKILLS

1. Able to travel independently throughout all Memorial Healthcare facilities.
2. Small motor skills required for operating modern computer, office, and telephone. equipment as utilized by Memorial Healthcare (MHC).
3. Able to do forward and above the head reaching and bending.
4. Able to sit for long periods of time.

ESSENTIAL TECHNICAL ABILITIES

1. Proficiency using modern office, computer and telephone equipmentas used by Memorial Healthcare.
2. Manual dexterity requires skill in proficiency and accurate typing and operating dictation systems and hospital information system.

ESSENTIAL MENTAL ABILITIES

1. Able to work in a stressful environment due to time constraints.
2. Able to handle difficult and sensitive situations tactfully.
3. Able to follow instructions to learn work routines.
4. Able to problem solve.
5. Able to concentrate and maintain accuracy with frequent interruptions.
6. Must be self-motivated and able to work independently.
7. Able to read and understand patient medical files, policies and procedures.
8. Ability to adapt and maintain focus in fast paced, quickly changing or stressful situations.
9. Ability to read and interpret a variety of documents including, but not limited to policies, operating instructions, white papers, regulations, rules and laws.

ESSENTIAL SENSORY REQUIREMENTS

1. Able to see for the purpose of reading information received in formats including but not limited to paper, computer, reports, bulletins, updates, manuals.
2. Able to hear for work-related purposes.
3. Able to communicate receptively and expressively in English (written and spoken).

INTERPERSONAL SKILLS

1. Ability to interact with co-workers, hospital staff, administration, patients, physicians, the public and all internal and external customers in a professional and effective, courteous and tactful manner, at all times, physically, verbally and in all written and electronic communication.
2. Must exercise helpfulness, patience and tact in communication skills daily.
3. Required to remain calm when adversity is encountered.
4. Open, honest, and tactful communication skills.
5. Ability to work as a team member in all activities.
6. Positive, cooperative and motivated attitude.
7. Maintain confidentiality.