POSITION SUMMARY:

Our Health Center is hiring for a Full-time Executive Assistant for our Chief Medical Officer (CMO). Directly reporting to the CMO, the Medical Executive Assistant is responsible for assisting the CMO within the various duties associated with oversight of our clinical operations, including credentialing, compliance, ongoing and periodic reporting, internal record keeping and tracking, provider record keeping, correspondence, and meeting coordination.

The Executive Assistant must be able to independently manage workflow and meet deadlines. Professional in presentation and communication is key critical. Must be able to use good judgement and maintain confidentiality. Excellent clerical skills and ability to multi-task are needed for this position. Knowledge of medical terminology preferred. Must have the ability to work respectfully and professionally with the community, medical professionals, in conjunction with other managers and staff; Able to work effectively in a multi-cultural environment with a diverse population. Must have a strong proficiency in using computers such as, (Word, Excel, PowerPoint, and Outlook). Experience using New Innovations software preferred but not required.

Travel between sites in Coos and Curry Counties to deliver and pick up materials may be required. Occasional travel between Coos/Curry and Eugene or Portland. The possibility of business travel for regional and annual conference will be at the discretion of the CMO.

CORE JOB RESPONSIBILITIES:

Duties and Responsibilities:

Administration & Reporting:

· Under the direction of the CMO, collaborates closely with Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Operating Officer (COO), and Human Resources (HR) Manager to maintain various organizational records and documents; organize and maintain the office filing system.

· Assist the CMO is planning and review of Provider schedules on a monthly basis, and works with CMO and Clinical Site Managers (CSM) to implement changes and corrections that may need to be made.

· Assist the CMO in ensuring the Providers are utilizing CME, and assist in the coordination of classes, tracking of CME credits, and other tracking as necessary.

· Collaborating with Human Resources and the Accounting team for:

o Employee moving/travel expenses for employee recruitment.

o Employee Continuing Medical/Professional Education expense reimbursement.

· Assist in the coordination of Provider Meetings for the medical team, behavioral health team, and population health team, as well the larger group directly reporting to the CMO.

· Support the CMO and Organization with ongoing accreditation processes for various programs including site visit support, health plan audits, Medicare, Medicaid, NHSC, PCPCM and other regulatory review activities.

· Assist with logging quality concerns, patient compliments and complaints.

· Take minutes at Clinical Teams and other Committee Meetings Chaired by the CMO, including but not limited to: (a) sending invitations, (b) confirming room or meeting locations, (c) organizing meetings, (c) setting and sending agendas, (d) taking minutes, (e) disseminating minutes and meeting information post meeting.

· Assist with coordination of didactic sessions, peer review sessions, including set-up and breakdown of room and assistance with the coordination of outside lecturers for weekly didactic sessions.

· Manage the coordination of administrative paperwork for associated with the needs of the CMO, including maintenance of resident tracking spreadsheets.

· Develop and maintain certain data reporting managed by the CMO, including assisting with filing and other organizational systems for records and reports for medical compliance, including Provider credentialing.

· Performs research on various topics to identify pertinent information.

Recruiting & Retention:

· Assist the CMO and HR Manager in the coordination of candidate visits when recruiting professional positions and collaborate with the HR Manager and COO when coordinating the time of the CMO for involvement in other recruitment and interviews needing input from the CMO.

· Serve as a point person to collaborate with the HR Manager; prepare and participate in of recruiting activities, including applicant folder prep, interview room set-up, and coordinator catering for interview events.

Credentialing & Privileging:

· Assist in tracking provider licensure, board accreditation, BLS certification, and employee immunization needs.

· Collaborate with HR Manager for on-boarding new providers; obtaining credentialing documentation, communicating with various team members to confirm access and accounts for integrated credentialing systems, assist the HR Manager in coordinating the necessary compliance training, and facilitating collection of all pertinent information.

· Collaborate closely with the Contracted Credentialing Coordinator (Vendor) to ensure Providers are current and fully credentialed, and compliance with federal funders related to FQHC compliance is current and in compliance.

Other Duties:

· Performs other duties as assigned by the CMO.

QUALIFICATIONS (SKILLS, KNOWLEDGE & ABILITIES):

Education/Work Experience/Other Abilities:

· Experience in supporting a senior level executive in healthcare or company is key; ability to work with, anticipate needs, compose communication, respond to communication, critical thinking skills and problem solving to support an executive

· Demonstrated customer service skills both over the phone and in-direct interaction with staff, management of all levels, staff, community partners, stakeholders.

· Strong organizational, project management, and problem-solving skills; impeccable multi- tasking abilities.

· Exceptional interpersonal and collaboration skills; Ability to handle highly confidential communications in professional manner while maintaining good relations with staff and other administrative personnel, community stakeholders, board and volunteers.

· Considerable ability to adhere to prescribed routines and manage routine matters with minimum specific instruction.

· Good judgment in decision-making; recognizing established precedents and resourcefulness solving problems.

· Advanced Microsoft Office skills; an ability to become familiar with Organizational specific software programs

· Must possess ability to write and compose professional correspondence.

· Outstanding organizational, multi-tasking and time management skills.

· Ability to work with and assist a wide range of individuals in a variety of situations.

· Ability to be a team player and work effectively under pressure.

· Discretion and confidentiality, professional presentation and communication is essential in this role.

· Must have a valid OR State Driver’s License and current automobile insurance.

· Associates degree and 2-3 years office project management, compliance management, administrative management is essential for this position.