The Department Secretary works with and supports the department to carry out cost effective recruitment of physicians on behalf of McLeod Health. To accomplish this, the Secretary will: Provide clerical support for the department. This includes a willingness to answer and conduct phones calls, prepare and maintain all documentation relating to recruiting expenses, work in a proactive manner, and prepare pertinent correspondences. Prepare and send marketing material to prospective physicians. Create and distribute an accurate, detailed itinerary for physician site visits. Arrange appropriate and cost-effective travel arrangements, accommodations, and welcome gifts for physicians coming for site visits. Organize interviews with appropriate internal decision-makers during site visits. Coordinate social engagements with the appropriate physicians, spouses, administrators, etc. Communicate all travel arrangements and itineraries to the Physician Recruiter. Work with the Physician Recruiter on the placement of ads, Internet sourcing web sites and follow-up with advertisers in regards to deadlines, costs, etc. Check physician’s references and credentials before a formal offer or invitation to visit is extended. Possess the ability to organize, prioritize, and conduct multiple tasks. Demonstrate a professional image through performance that is consistent with established policies and procedures; dress and groom in a professional manner.

• Background/Reference Checks on all Physicians who have participated in an On Site Visit.
• Maintain regular communication with Physician Recruiter and the office managers.
• Update, revise, and refresh internet job postings as needed.
• Attend team meetings and communicate recruitment issues to appropriate staff.
• Provide timely responses to questions from all of the Physician Recruiters.
• Have the ability to remain calm and professional during high-stress situations.
• Answer the main telephone line and assist the caller as necessary.
• Make travel arrangements for all Physician & Mid level candidate’s site visit.
• Reserve conference rooms, order catering, and make lunch/dinner reservations.
• Schedule community tour with realtor for candidate’s site visit.
• Assist with questions regarding relocation, community resources and organizational information.
• Assist with tracking relocation cost, immigration fees, and sign-on bonuses.
• Assist with accounts payable for the Physician Recruitment Cost Center and Physician Development Cost Centers.
• Assist with recruitment agency agreements.

EDUCATION/EXPERIENCE REQUIREMENTS: High school diploma or GED equivalent. At least a two-year related Associate's degree in Business or another applicable field. At lease one year of total related work experience but typically less than three years of total work experience. Must possess excellent interpersonal skills, including the ability to communicate clearly and professionally, both verbally and in writing with Hospital Administrators and Physicians. Must possess full competency and proficiency in PC to include Intranet/Internet usage, Windows, Access, MS Office applications, and complimentary programs.

DEPARTMENT DESCRIPTION: Physician Recruiting

Required Skills Required Experience

WHAT YOU GET TO DO:

GENERAL:

• Act as liaison with architects, subcontractors, consultants, suppliers, inspectors, other Boldt job staff and owner’s representatives in resolving issues related to plans, specifications and field constraints or discrepancies.
• Attend meetings with other contractors, client, or A/E representatives to coordinate our design and construction efforts.
• Develop reports such as General Conditions Items, labor, safety, change order logs, quality control, status reports, punch lists describing work to be done, sketches of work already completed, material requirement calculations, etc.

Safety:

• Ensure strict adherence to safety, ethics, and compliance requirements at all times.
• Assist in the implementation of our site safety program as needed and ensure subcontractor compliance with Boldt safety standards and all applicable safety codes and regulations.

Quality:

• Develop a comprehensive working knowledge and understanding of the contract documents (including Boldt’s contract, plans, specifications, and applicable codes).
• Conduct detailed construction document reviews and examine all documents for constructability and Built in Quality (BiQ). Bring all concerns to the attention of the appropriate design professional for resolution.
• Participate in the preparation of various studies, recommendations for materials and methods, and cost estimates.
• Assist with submittals and shop drawings, assessing conformance to contract specifications. Work to resolve any differences in interpretation.
• Manage drawings and specifications to ensure the most up-to-date versions are being used throughout the project.
• Verify that all our completed work aligns with applicable codes, drawings, and specifications.

Schedule:

• Assist in scheduling and managing assigned subcontractor trade coordination meetings, look ahead planning meetings and submittal review meetings.
• Be responsible for the supply chain of materials for assigned scopes to ensure they are onsite when needed to execute the work.
• Develop and maintain up-to-date production visuals and site logistics plans.
• Assist with our production tracking process.

Cost:

• Assist Project Managers in negotiating change orders, managing information on changes in the work; preparing an independent analysis, as the need arises; acquiring and checking estimates for the changes from subcontractors; acquiring approval of the architect and owner; and resolving any misalignments on project details.
• Provide technical support for cost control (specifically with the risk and opportunity log).
• Assist with specific sections of the overall project budget as assigned.

Risk:

• Prepare a detailed contract items list including all significant items required for the construction of the project. Develop trade scope of work documents for bid packages, major material, and equipment purchases.
• Assist in developing scope of work and executing subcontracts and purchase orders.
• Participate in the close-out process. Prepare final records such as RFI’s, close-out records, warranties, as-builts, operation and maintenance manuals, attic stock, spare parts. Evaluate all information to ensure compliance with contract documents.
• Participate in risk management including identification, analysis, response planning and monitoring/controls on a project and demonstrates competency in understanding controls processes for the project to take corrective actions when necessary.