Administrative Assistant

1 month ago

Plano, United States Village Health Partners Full time
Job DescriptionJob Description

Job Description Summary:

The primary function of the Administrative Assistant is to provide comprehensive administrative support to Regional Senior Leaders of Catalyst Physician Group (CPG). Responsible for handling corporate business activities in a confidential manner, coordinating schedules, composing, editing, and proofreading reports, presentations, and a wide range of documents for CPG under the regular supervision of the Regional Operator.

Essential Skills And Functions:

  • Performs confidential administrative and office support for Senior leaders with a variety of clerical activities and related tasks.
  • Manages Senior Leadership calendar; schedules and organizes activities such as meetings, travel, transportation, web conferences etc.
  • Answers, triages, prioritizes, and then routes telephone calls, and takes detailed messages; Responds to routine questions.
  • Maintains shared calendars and coordinates reoccurring meetings that are led by a Senior Leader; Takes meeting minutes that are technical and/or confidential in nature and transcribes them into a final form, ensuring that information is documented accurately.
  • Collaborates with Recruiting department to engage Provider candidates in a timely manner.
  • Anticipate scheduling conflicts and proactively resolve them to optimize schedules.
  • Coordinates the on-boarding/off-boarding of Providers; collaborates with HR Operations, Credentialing and Training department to obtain or submit needed documentation.
  • Ensures Accounts Payable is processed in a timeline manner related to Provider direct expenses and reimbursements.
  • Oversees monthly compliance with Prescriptive Authority documentation and tracking; escalates to leadership team as needed.
  • Composes routine to intermediate-level correspondence, memoranda and reports, or types from rough/revised drafts, to provide clear, timely communications.
  • Prepares various documents, reports, and presentations as requested by the Executive Leadership
  • Performs accurate and efficient data entry for selected databases.
  • Tracks and files corporate documents, agreements, and contracts.
  • Maintains accurate files, including facilitating requests made by other departments; where applicable, timely processing of files requested by customers or other third parties; preparing files for retention procedures.
  • Manages the processing of reoccurring corporate invoices and routine expenses; Provides monthly reconciliation A/R accounts.
  • Coordinates the flow of approvals for various regional expenses.
  • Co-Administrator for Shared files through SharePoint and OneDrive utilization. Proprietary and Confidential
  • Provides ad hoc support to Human Resources on an ongoing basis, secondary to executive assistant duties.
  • All other duties as assigned by the Regional Operator
  • Follows all clinical safety protocols and infection control procedures.

Qualifications:

  • 3+ years minimum Administrative Assistant experience with Senior Leaders.
  • Able to type at least 55 words per minute.
  • Expertise with MS Office (Word, Power Point, Outlook, Excel)
  • Excellent written and verbal communication skills.
  • Strong interpersonal and customer service skills.
  • Must be detail oriented.
  • Ability to handle multiple projects while prioritizing and meeting deadlines
  • Maintains effective, cooperative, and courteous working relationships with co-workers, supervisors, patients, and providers.
  • Experience handling confidential information.
  • Experience working in a medical setting is preferred.
  • Athena or other EMR experience strongly preferred.
  • Knowledge of and adherence to HIPAA rules and regulations
  • Knowledge of and adherence to Bloodborne Pathogen & OSHA Safety procedures

Benefits

  • Competitive compensation
  • Medical, Dental, Vision Insurance
  • Health Savings account
  • Life Insurance
  • Holidays and PTO
  • 401K
  • Referral programs
  • Upskilling opportunities

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