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Executive Assistant to the Chief Medical Officer
2 months ago
Position Summary
The Executive Assistant to the Chief Medical Officer (CMO) plays a crucial role in managing the daily operations of the CMO and the medical team. This position requires a proactive individual who can independently handle projects, coordinate meetings, and track progress on assigned tasks while ensuring the confidentiality of sensitive information.
Key Responsibilities
- Provide comprehensive administrative support and serve as the primary contact for all internal and external engagements.
- Develop and maintain clinical schedules for Medical Providers and clinical personnel.
- Ensure accurate management of clinical schedules within the Electronic Medical Records (EMR) system.
- Oversee and schedule Paid Time Off (PTO) for Medical Providers and clinical staff.
- Organize and update on-call schedules for providers.
- Communicate any scheduling adjustments to the answering service promptly.
- Coordinate and distribute peer review documentation for all medical providers.
- Assist the CMO with Family Planning League documentation and training initiatives.
- Support the organization in achieving clinical quality metrics and developing solutions to overcome barriers.
- Manage calendars, coordinate schedules, and facilitate various meeting logistics for the CMO, including basic clinical responsibilities.
- Handle incoming phone inquiries and direct them appropriately.
- Contribute to the development of policies and procedures for clinical departments.
- Establish and maintain effective working relationships with relevant local governmental agencies and authorities.
- Attend meetings to document minutes and follow up with staff to ensure task completion.
- Proofread documents as needed.
- Prepare reports and compile research data.
- Generate reports for federal, state, and other audits.
- Edit and input reports and internal publications into the appropriate database.
- Maintain a well-organized, safe, and secure work environment.
- Coordinate business travel arrangements for the CMO.
- Complete expense reports for the CMO and Clinical Department.
- Maintain contact databases for the CMO and Clinical Department.
- Engage in continuous quality improvement initiatives.
- Participate in and adhere to the Corporate Compliance program and standards.
- Execute special projects as assigned for the CMO and Clinical Department, including Word documents, Excel spreadsheets, and PowerPoint presentations.
- Foster a positive working relationship with all company employees to promote a collaborative work environment.
- Ensure confidentiality of sensitive materials.
- Attend all mandatory training sessions and meetings as required by administration.
- Collaborate with Senior Management and Management Teams to address departmental and organizational challenges efficiently and professionally.
- Adhere to Corporate Compliance policies.
- Maintain accountability for personal productivity, ensuring all projects are clearly represented on a project board, which must be consistently updated and accessible to relevant personnel.
- Perform additional duties as assigned.
Qualifications
- Graduation from an accredited Licensed Practical Nursing program is required.
- One to three years of nursing experience in a medical center or community healthcare setting.
- Certification in Basic Life Support through the American Heart Association is required.
- Bilingual proficiency in English and Spanish is preferred.
- Strong professional writing, spelling, punctuation, and communication skills are essential.
- Excellent customer service abilities are required.
- Proficiency in Microsoft Office 365 is mandatory.
Benefits
- Paid Time Off (PTO)
- Holidays (9)
- Health Insurance
- Dental Benefits
- 401(k) with matching contributions
- Group Term Life Insurance
- Flexible Spending Account
Pre-Employment Requirements
- Physical examination
- Criminal background checks
- Drug screening
- Tuberculosis screening
Ocean Health Initiatives is dedicated to fostering a diverse workplace and is proud to provide equal employment opportunities to all applicants. The organization does not discriminate based on creed, color, national origin, sex, gender identity, sexual orientation, age, religion, marital or parental status, alienage, disability, political affiliation or belief, military or military discharge status.
In compliance with New Jersey Executive Order (COVID-19 No.283) and Federal CDC guidelines, COVID vaccinations are required for employment at Ocean Health Initiatives, along with proof of full vaccination and booster shot prior to the start date. Candidates with medical or religious exemptions should inform Human Resources when an offer is extended.