Medical and Clinical Management Executive Assistant

Description

MEDICAL AND CLINICAL MANAGEMENT EXECUTIVE ASSISTANT

SUMMARY:

The Medical and Clinical Management Executive Assistant reporting to the Director of External and Government Relations, is responsible for providing administrative support to the Chief Medical Officer (CMO), Chief Clinical Officer (CCO), Director of Nursing, and the Scheduling & Admissions Manager. As a medical professional, the Executive Assistant is responsible for assisting Doctors, PAs, NPs, Nurses, and the Scheduling & Admissions Manager in providing the best care for the Center’s patients/clients. The Executive Assistant will work closely with Santa Fe Recovery Center’s healthcare professionals to organize, communicate, and ensure patients/clients receive effective, efficient, and world-class care. 

REPORTING: 

Reports to Director of External and Government Relations

POSITIONS SUPERVISED:

None

DUTIES AND RESPONSIBILITIES:

• Provides direct support to the Chief Medical Officer, Chief Clinical Officer, Director of Nursing, and the Scheduling & Admissions Manager in a busy office setting.
• Works in coordination with the Scheduling & Admissions Manager to support the management of medical providers’ schedules and on-call.
• Retrieves information as requested from records and other related documents; prepares written summaries of data when needed.
• Provide high-level administrative duties and support to keep processes and projects updated for various Departments and C Suite on target.
• Manages calendars for the CMO and CCO and medical team management as needed by scheduling meetings, reserving resources, gathering, updating, and distributing meeting materials. 
• Attend meetings to assist with facilitation, overseeing meeting minutes, taking notes, and assisting with document revisions.
• Work with management to update and maintain the Med Tech training curriculum.   
• Arrange and coordinate on-site and off-site meetings, appointments, and executive travel as needed.
• Participates in Med Tech Supervisor meetings, Clinical Supervisor meetings, and Managers meetings as required.
• Coordinate staff attendance to CPR/First Aid classes and other required training. 
• Respond and resolve administrative inquiries and questions.
• Prepares agendas and schedules for meetings.
• Acts as a liaison with other teams within the organization
• Collaborate with the Administrative Team to foster effective teamwork and communication within the organization.
• Offer support as needed to ensure smooth administrative operations and task execution.
• Develop Standard Operating Procedures (SOPs) for job descriptions to streamline processes and enhance consistency.
• Create comprehensive training manuals to facilitate onboarding and continuous training for team members.
• Performs other duties as assigned. 

Requirements

 MINIMUM QUALIFICATIONS:Skills/Knowledge/Abilities:

1. Excellent communication, both verbal and written.
2. Extremely dependable, disciplined, and able to effectively manage time.
3. Organizational abilities in multi-tasking many projects and tasks.
4. Team-oriented in working together with the administrative team and staff to problem-solve and accomplish goals.
5. Highly skilled in editing and proofreading documents, letters, and emails.
6. Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
7. Knowledge and understanding of medical terminology are ideal but practiced with the guidance of the Managing Physician.
8. Excellent interpersonal and customer service skills, in person and by phone.
9. Professional appearance and attitude.
10. Ability to prioritize effectively.
11. Attention to detail.
12. Flexibility and efficiency in handling tasks.
13. Problem-solving and critical thinking skills.
14. Ability to exercise sound judgment while working in a potentially stressful environment.
15. Must be able to work independently with limited supervision.

Education and Experience:

1. Associate degree preferred. A high school diploma or equivalent is required.
2.  3 years of medical office or administrative experience preferred.
3. Excellent computer skills (Microsoft Office) required.
4. Medical Assistant background preferred.
5. Must have and maintain a valid Driver’s License, a clean driving record, and auto insurance.
6. Bi-lingual/Bi-cultural preferred. (English/Spanish).