Administrative Assistant - Medical Staff Office

Position Overview

Serve as support to Vice President of UPA, Credentialing & Physician Services and Medical Staff Leadership. Responsible for coordination of office functions and direct support for medical staff office & officers.

Responsibilities/Duties/Functions/Tasks

• Answer and appropriately direct telephone calls for multi-line telephone.
• Create and maintain a professional office atmosphere by extending courteous and professional reception to visitors, whether in person or over the phone.
• Process and distribute incoming & outgoing mail, order office supplies, order food for meetings, call in work orders for computers, building maintenance, telephones, etc.
• Prioritizes the supervisor’s time through screening visitors/phone calls, handling routine assignments for his/her concurrence, and scheduling meetings. Provides supporting material and information for all meetings.
• Reviews incoming documents addressed to the supervisor and distributes to staff for handling as appropriate.
• Makes travel arrangements and requests reimbursement of travel expenses.
• Effectively schedule and maintain intricate calendars for appointments, meetings, interviews, meeting locations, and conferences, while skillfully prioritizing scheduling demands.
• Coordinate & take minutes for Medical Staff committees, as needed.
• Responsible for accurate meeting attendance tracking method.
• Assist with tracking Ballots for Bylaw Revisions.
• Maintain updates of Bylaws and MS policies for website and notebooks.
• Handle sensitive and personally identifiable information discreetly, adhering to established procedures to maintain data security.
• Perform other duties as assigned.
• Adhere to UPA & UTMC Bylaws, Rules & Regulations, Policies & Procedures, and Regulatory requirements.
• May perform other related duties as negotiated to meet the ongoing needs of the organization.

Full benefit package available, including PTO, Sick Leave, 401k with company match and immediate vesting, Medical, Dental, Vision, STD, LTD, Life Insurance, Critical Illness, and more!

Qualifications

• Associates degree in healthcare or Business Administration or 5 years of experience in the medical field.
• Professional discretion and ability to maintain confidentiality.
• Excellent verbal and written communication skills, with attention to detail.
• Highly organized and capable of managing multiple priorities.
• Must be comfortable in a work environment where assignments and priorities are frequently shifted depending on the needs of the department or change in organizational strategy.
• Must demonstrated excellent time management skills sufficient to coordinate and complete assignments within established timeframes.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and other collaboration tools.

Physical Demands

• Sitting 80% at a desk.