Description:
POSITION SUMMARY: Reporting to the CEO, the Executive Coordinator provides high-level administrative and clinical support. This role acts as an extension of the CEO to manage calendars, daily operations, high-priority projects, and serving as a liaison to senior staff and the community, and ensuring healthcare regulatory compliance.
Our expectation is that you will perform your job in a manner consistent with our Mission: To make a positive difference in the lives of our patients and the communities we serve through the effective efficient delivery of quality healthcare services.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The following represents the essential functions of this position. Other duties may be required as needed.
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Provides administrative support to the Chief Executive Officer and C-Suite members, coordinating activities that support organizational operations, leadership functions, and strategic objectives.
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Coordinates communication between administration, medical staff, department leaders, governing board members, and external stakeholders.
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Maintains executive calendars, schedules meetings, coordinates appointments, and manages travel arrangements as requested.
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Prepares agendas, meeting packets, minutes, presentations, reports, and other administrative documents for leadership, medical staff, committees, and governing board meetings.
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Assists with organization and coordination of Governing Board, Medical Executive Committee, Medical Staff, and other organizational meetings.
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Maintains medical staff credentialing and privileging files in accordance with organizational policies, accreditation standards, and regulatory requirements.
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Conducts primary source verification activities and ensures credentialing documentation is complete, accurate, and current.
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Monitors provider licensure, certifications, registrations, continuing education requirements, and other credentialing deadlines and communicates renewal requirements as necessary.
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Assists with provider onboarding activities including collection and verification of required documentation.
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Maintains confidential personnel, medical staff, legal, and organizational records in accordance with applicable regulations and policies.
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Serves as a liaison between providers, administration, regulatory agencies, vendors, consultants, and community partners.
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Assists with preparation, submission, and maintenance of reports, applications, contracts, surveys, and regulatory documentation.
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Supports compliance activities by maintaining records, tracking required documentation, and assisting with audits, inspections, and survey preparation.
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Coordinates special projects and organizational initiatives as assigned by the Chief Executive Officer.
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Assists with development, revision, distribution, and maintenance of organizational policies, procedures, bylaws, and related governance documents.
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Maintains organized filing systems and ensures records are retained in accordance with organizational requirements.
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Monitors office supply inventory and coordinates purchasing of administrative supplies as needed.
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Answers telephone calls, routes inquiries appropriately, greets visitors, and provides general administrative support.
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Identifies opportunities for operational improvement and assists with implementation of process improvement initiatives.
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Demonstrates professionalism, discretion, and sound judgment when handling sensitive and confidential information. Maintains effective working relationships with employees, providers, board members, patients, visitors, vendors, and regulatory agencies.
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Attends required meetings, educational programs, and training activities.
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Complies with all organizational policies, procedures, regulatory requirements, and safety standards.
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Performs other duties and special assignments as directed by the Chief Executive Officer.
Requirements:
QUALIFICATIONS
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High school diploma or GED
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Postsecondary training (certificate or associate degree) or 1–2 years of relevant clerical experience preferred
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Proven experience as an administrative assistant or in a similar role
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Excellent organizational and time management skills
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Strong written and verbal communication abilities
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software
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Ability to multitask and prioritize tasks effectively
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Attention to detail and problem-solving skills
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Discretion and confidentiality in handling sensitive information
PROFESSIONAL REQUIREMENTS
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Maintains professional appearance and adheres to dress code.
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Reports to work on time and as scheduled.
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Maintains patient confidentiality at all times.
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Demonstrates effective communication with patients, families, and staff.
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Participates in required education, training, and meetings.
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Maintains professional relationships with interdisciplinary teams.
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Supports departmental goals and quality initiatives.
WORKING CONDITIONS: May be exposed to communicable diseases, hazardous materials, and conditions common to a clinical environment.
PHYSICAL REQUIREMENTS
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Ability to sit, stand, walk, or bend intermittently throughout the workday.
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Ability to think and work effectively under stress with frequent interruptions.
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Ability to lift and/or move up to 20 pounds
