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Clinical Affairs Administrative Specialist

2 months ago

St Louis, Missouri, United States Affinia Healthcare Full time
Job Overview

POSITION SUMMARY: This role is responsible for providing comprehensive administrative and secretarial assistance to the Vice President/Chief Medical Officer, along with other executives, directors, and clinical staff as required. Responsibilities include managing correspondence, maintaining records, organizing meetings and conferences, procuring supplies, and coordinating various projects. The position also entails handling sensitive and confidential information, requiring independent judgment to effectively prioritize and manage a diverse workload.

Qualifications

Education: High School Diploma or equivalent; Associate's Degree preferred.


Experience: A minimum of five (5) years in a Project Coordinator or Office Manager role.


Key Skills and Abilities:

  1. Proficient in administrative procedures and skilled in using software applications such as word processing, spreadsheets, databases, and presentation tools (e.g., Excel, PowerPoint, Word).
  2. Exceptional interpersonal skills to manage sensitive situations with poise, tact, and diplomacy.
  3. Strong analytical skills to compile and summarize data for reports, solve administrative challenges, and prioritize tasks effectively.
  4. Detail-oriented with a focus on composing, typing, and proofreading materials while meeting deadlines.
  5. Excellent organizational capabilities, able to handle multiple tasks and manage complex, confidential matters with minimal supervision.
  6. Commitment to maintaining confidentiality regarding correspondence, documents, discussions, and meetings.
  7. Fluent in reading, writing, and speaking English.
Transportation Requirement:

Must have a valid driver's license and a vehicle with insurance as mandated by state regulations.

Essential Functions:
  1. Provide administrative support including answering phones, assisting visitors, resolving administrative issues, scheduling meetings, and managing calendars and travel arrangements for the CMO and department.
  2. Draft and edit correspondence, policies, contracts, and reports. Prepare visual data presentations and maintain proposal templates.
  3. Oversee and communicate clinician scheduling, including timecards and leave requests, to ensure adequate medical coverage.
  4. Track continuing medical education (CME) and certifications for clinicians, coordinating with various departments.
  5. Assist in productivity and quality reporting for clinical staff, including monthly metrics and meeting documentation.
  6. Support the CMO in research tracking and clinical onboarding processes.
  7. Maintain and organize Clinical Affairs policies, procedures, and contact lists.
  8. Collaborate with teams on special projects and ongoing initiatives.
  9. Act as a liaison with other departments and external agencies, including senior management.
  10. Coordinate complex activities such as data distribution and meeting arrangements.
  11. Facilitate communication between clinical sites and administration.
  12. Assist in onboarding and evaluating clinical staff.
  13. Familiarity with the organization's complaint and satisfaction processes.
  14. Manage the posting of information on the organization's intranet.
  15. Execute special projects, including creating presentations and gathering essential information.
  16. Organize and maintain incoming correspondence, including emails and faxes.
  17. Establish and oversee the maintenance of electronic and physical files.
  18. Compile and distribute meeting agendas and materials, and take minutes during meetings.
  19. Monitor assignments and ensure completion.
  20. Perform additional duties as assigned.

Supervision: This position does not supervise others.

Note: Affinia Healthcare mandates COVID-19 vaccination for all employees.

Note: Smoking is prohibited in the workplace.

Note: All applicants must provide contact information for three references.