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Administrative Coordinator

2 months ago

Plano, Texas, United States Catalyst Health Group: Clinical Careers Full time
Job Summary

The Administrative Assistant plays a vital role in providing comprehensive administrative support to Regional Senior Leaders of Catalyst Physician Group (CPG). This position requires handling corporate business activities in a confidential manner, coordinating schedules, composing, editing, and proofreading reports, presentations, and various documents for CPG under the regular supervision of the Regional Operator.

Key Responsibilities
  • Perform confidential administrative and office support for Senior leaders with a variety of clerical activities and related tasks.
  • Manage Senior Leadership calendar; schedule and organize activities such as meetings, travel, transportation, web conferences, etc.
  • Answer, triage, prioritize, and route telephone calls, and take detailed messages; respond to routine questions.
  • Maintain shared calendars and coordinate recurring meetings led by a Senior Leader; take meeting minutes that are technical and/or confidential in nature and transcribe them into a final form, ensuring accurate documentation.
  • Collaborate with the Recruiting department to engage Provider candidates in a timely manner.
  • Anticipate scheduling conflicts and proactively resolve them to optimize schedules.
  • Coordinate the on-boarding/off-boarding of Providers; collaborate with HR Operations, Credentialing, and Training departments to obtain or submit needed documentation.
  • Ensure Accounts Payable is processed in a timely manner related to Provider direct expenses and reimbursements.
  • Oversee monthly compliance with Prescriptive Authority documentation and tracking; escalate to the leadership team as needed.
  • Compose routine to intermediate-level correspondence, memoranda, and reports, or type from rough/revised drafts, to provide clear, timely communications.
  • Prepare various documents, reports, and presentations as requested by Executive Leadership.
  • Perform accurate and efficient data entry for selected databases.
  • Track and file corporate documents, agreements, and contracts.
  • Maintain accurate files, including facilitating requests made by other departments; where applicable, timely processing of files requested by customers or other third parties; prepare files for retention procedures.
  • Manage the processing of recurring corporate invoices and routine expenses; provide monthly reconciliation of A/R accounts.
  • Coordinate the flow of approvals for various regional expenses.
  • Co-Administrator for Shared files through SharePoint and OneDrive utilization. Proprietary and Confidential.
  • Provide ad hoc support to Human Resources on an ongoing basis, secondary to executive assistant duties.
  • All other duties as assigned by the Regional Operator.
  • Follow all clinical safety protocols and infection control procedures.
Requirements
  • 2-3 years of consistent support to leadership.
  • Able to type at least 55 words per minute.
  • Expertise with MS Office (Word, PowerPoint, Outlook, Excel).
  • Must be able to take minutes and create agendas and presentations.
  • High understanding and utilization of Calendars and setup of meetings.
  • Experience with processing invoices.
  • Ability to work onsite daily during normal business hours.
  • Excellent written and verbal communication skills.
  • 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 commensurate with experience.
  • Medical, Dental, Vision Insurance.
  • Health Savings account.
  • Life Insurance.
  • Holidays and PTO.
  • 401K.
  • Referral programs.
  • Upskilling opportunities.