Administrative Coordinator, Clinical Affairs

2 months ago

Saint Louis, United States Affinia Healthcare Full time
Job DescriptionJob Description

POSITION SUMMARY: This position provides administrative and secretarial support to the Vice President/Chief Medical Officer and other Executives, Directors, and Clinicians as needed. In addition to typing, filing, and scheduling, performance duties, also involve contract record keeping, coordination of meeting and conferences, obtaining supplies, coordinating direct mailings, working on projects. Also, answers non-routine correspondence and assembling highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the agency. Independent judgment is required to plan, prioritize, and organize diversified workload.

POSITION QUALIFICATION REQUIREMENTS

Education: High School Equivalent; Preferred Associate's Degree


Experience: Minimum of five (5) years' experience as a Project Coordinator or Office Manager.


Skills and Abilities which may be representative but not all inclusive of those commonly associated with this position:

  1. Must have knowledge of administrative procedures. Proficient use of computer software applications such as word processing, spreadsheets, database, and presentation software. (i.e., Excel, PowerPoint, Word)
  2. Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
  3. Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  4. Work requires continual attention to details composing, typing and proofing materials, establishing priorities and meeting deadlines.
  5. Excellent organizational skills, with ability to multi-task and manage sometimes complex and confidential matters under minimal supervision.
  6. Commitment to maintain the confidentiality of correspondence, documents, discussions, meetings, and telephone calls.
  7. Requires an excellent command of reading, writing, and speaking the English language.

Transportation Requirement: Must possess a valid driver's license and automobile with insurance coverage as required by the State of Missouri.


License(s)/Certification(s) Required: None Required.


FUNCTIONS OF THE JOB

Essential Functions

  1. Provides administrative support such as answering phones, assisting visitors, resolving administrative problems, scheduling meetings and appointments, managing calendars, expenses and travel arrangements for CMO and department.
  2. Writes and edits correspondence, policies, contracts, and special reports. Prepares graphs, charts, displays, and spreadsheets. Creates and maintains proposal and presentation templates. Assist with preparing proposals and grants.
  3. Approves, organizes, and communicates medical clinician scheduling including timecards, medical provider time off, monthly call schedules, special leave, etc., to ensure organization wide medical coverage.
  4. Manages and tracks medical clinician CME, collaborative agreements, certifications, peer review, Relias education, meeting attendance, CPR, etc., often coordinated with other departments.
  5. Assists CMO, Dental Director, and Behavioral Health Director in clinician productivity and quality reporting including but not limited to monthly volume and quality scorecards and meetings with minutes.
  6. Assists CMO in tracking research that is taking place at Affinia Healthcare.
  7. Working knowledge, organization, and posting of Clinical Affair's policies, medical procedures, guidelines, contact list, call schedules.
  8. Works independently and within a team on special nonrecurring and ongoing projects.
  9. Acts as liaison with other departments and outside agencies, including high-level staff such as, Vice Presidents, etc.
  10. Schedules and organizes complex activities such as coordinating distribution of various data and materials, sets up meetings, and assists with agreements for travel, conferences, etc.
  11. Serves as a provider liaison between the clinical sites and administration.
  12. Assist CMO in clinical onboarding of the clinical staff and subsequent evaluations.
  13. Working knowledge of the organizations, complaints process and satisfaction process.
  14. Familiar with posting information on the organization's intranet.
  15. Performs special projects including creating presentations, planning and coordinating multiple projects, and working with various resources to gather and disseminate important information.
  16. Act as liaison with other departments and outside agencies, including high-level staff such as, Vice Presidents, etc.
  17. Schedule and organize complex activities such as coordinating distribution of various data and materials, sets up meetings, and assists with agreements for travel, conferences, etc.
  18. Open, sort, and distribute incoming correspondence, including faxes and email. Respond to regularly occurring requests for information.
  19. Set-ups and oversees maintenance of files, both electronic and hard copy.
  20. Compile and distribute agendas and handouts for meetings in addition to taking minutes.
  21. Attend and records meeting minutes for departmental meetings and the other meetings as requested
  22. Track and monitor assignments and follow through to completion
  23. Perform other duties as assigned.

Supervises: None.


NOTE: Affinia Healthcare is a Covid-19 Vaccine Mandated Employer. All employees of Affinia Healthcare are required to be vaccinated for Covid-19.

NOTE: SMOKING IS PROHIBITED IN THE WORK ENVIRONMENT

NOTE: ALL APPLICANTS MUST PROVIDE CONTACT INFORMATION FOR THREE REFERENCES

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