Executive Coordinator

POSITION SUMMARY: Reporting to the CEO, the Executive Coordinator provides high-level administrative and clinical support. This role acts as an extension of the CEO to manage calendars, daily operations, high-priority projects, and serving as a liaison to senior staff and the community, and ensuring healthcare regulatory compliance.

Our expectation is that you will perform your job in a manner consistent with our Mission: To make a positive difference in the lives of our patients and the communities we serve through the effective efficient delivery of quality healthcare services. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following represents the essential functions of this position. Other duties may be required as needed. 

• Provides administrative support to the Chief Executive Officer and C-Suite members, coordinating activities that support organizational operations, leadership functions, and strategic objectives.
• Coordinates communication between administration, medical staff, department leaders, governing board members, and external stakeholders.
• Maintains executive calendars, schedules meetings, coordinates appointments, and manages travel arrangements as requested.
• Prepares agendas, meeting packets, minutes, presentations, reports, and other administrative documents for leadership, medical staff, committees, and governing board meetings.
• Assists with organization and coordination of Governing Board, Medical Executive Committee, Medical Staff, and other organizational meetings.
• Maintains medical staff credentialing and privileging files in accordance with organizational policies, accreditation standards, and regulatory requirements.
• Conducts primary source verification activities and ensures credentialing documentation is complete, accurate, and current.
• Monitors provider licensure, certifications, registrations, continuing education requirements, and other credentialing deadlines and communicates renewal requirements as necessary.
• Assists with provider onboarding activities including collection and verification of required documentation.
• Maintains confidential personnel, medical staff, legal, and organizational records in accordance with applicable regulations and policies.
• Serves as a liaison between providers, administration, regulatory agencies, vendors, consultants, and community partners.
• Assists with preparation, submission, and maintenance of reports, applications, contracts, surveys, and regulatory documentation.
• Supports compliance activities by maintaining records, tracking required documentation, and assisting with audits, inspections, and survey preparation.
• Coordinates special projects and organizational initiatives as assigned by the Chief Executive Officer.
• Assists with development, revision, distribution, and maintenance of organizational policies, procedures, bylaws, and related governance documents.
• Maintains organized filing systems and ensures records are retained in accordance with organizational requirements.
• Monitors office supply inventory and coordinates purchasing of administrative supplies as needed.
• Answers telephone calls, routes inquiries appropriately, greets visitors, and provides general administrative support.
• Identifies opportunities for operational improvement and assists with implementation of process improvement initiatives.
• Demonstrates professionalism, discretion, and sound judgment when handling sensitive and confidential information. Maintains effective working relationships with employees, providers, board members, patients, visitors, vendors, and regulatory agencies.
• Attends required meetings, educational programs, and training activities.
• Complies with all organizational policies, procedures, regulatory requirements, and safety standards.
• Performs other duties and special assignments as directed by the Chief Executive Officer.

QUALIFICATIONS

• High school diploma or GED
• Postsecondary training (certificate or associate degree) or 1–2 years of relevant clerical experience preferred
• Proven experience as an administrative assistant or in a similar role
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software
• Ability to multitask and prioritize tasks effectively
• Attention to detail and problem-solving skills
• Discretion and confidentiality in handling sensitive information

PROFESSIONAL REQUIREMENTS

• Maintains professional appearance and adheres to dress code. 
• Reports to work on time and as scheduled.
• Maintains patient confidentiality at all times. 
• Demonstrates effective communication with patients, families, and staff. 
• Participates in required education, training, and meetings. 
• Maintains professional relationships with interdisciplinary teams.
• Supports departmental goals and quality initiatives. 

WORKING CONDITIONS: May be exposed to communicable diseases, hazardous materials, and conditions common to a clinical environment. 

PHYSICAL REQUIREMENTS

• Ability to sit, stand, walk, or bend intermittently throughout the workday.
• Ability to think and work effectively under stress with frequent interruptions. 
• Ability to lift and/or move up to 20 pounds