Position Overview
A successful Clinical Executive Operations Specialist must be passionate about healthcare and want to make a difference in others' lives while serving as a mission-driven catalyst to help Livingston Community Health deliver the highest quality of care and excellent service to our patients and their families.
The Clinical Executive Operations Specialist provides high-level administrative, operational, and coordination support to the Chief Medical Officer. This position supports the clinical leadership function by coordinating the CMO’s calendar, meetings, travel, documentation, provider-related follow-up, CME tracking, medical staff recruitment support, onboarding coordination, peer review support, student/resident programs, clinical contracts, and clinical committee activities
Essential Functions, Duties, and Responsibilities
This role serves as a key point of coordination between the CMO, clinical leadership, providers, internal departments, recruitment partners, and external academic partners. The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced clinical environment. Works collaboratively with Human Resources, Credentialing, Compliance, Legal, Finance, Operations, and other departments as needed to support clinical leadership priorities.
Executive Support to the Chief Medical Officer
- Manage calendar, meetings, travel arrangements, and follow-ups.
- Prepare agendas, reports, presentations, and meeting materials.
- Attend meetings, record minutes, track action items, and maintain confidentiality on sensitive matters.
- Organize clinical leadership files and assist in preparing for internal and external meetings
Provider Support and Clinical Operations
- Track clinical priorities, deadlines, provider assignments, and initiatives.
- Coordinate provider travel and professional development activities.
- Monitor Continuing Medical Education (CME) requirements, submissions, and documentation.
- Assist with tracking licenses, certifications, DEA registrations, and privileging documentation in collaboration with Credentialing and Human Resources.
- Serve as liaison between CMO and internal departments for clinical operations.
Peer Review and Quality Support
- Coordinate and track peer review activities, maintaining confidentiality and compliance with policies.
- Prepare peer review summaries, reports, and meeting materials.
- Follow up on outstanding peer review items to ensure timely completion.
Provider Recruitment and Onboarding Coordination•
- Manage recruitment logistics including interview scheduling, candidate communication, and site visits.
- Track recruitment status, candidate progress, and onboarding handoffs.
- Coordinate provider contract processes with multiple departments.
- Maintain tracking tools for contracts, renewals, and onboarding documentation.
Student, Resident, and Academic Affiliation Coordination
- Serve as primary coordinator for students, residents, and academic partners.
- Manage placement requests, onboarding, schedules, and documentation.
- Track academic affiliation agreements and maintain records of rotations, preceptors, and completion statuses.
- Support strengthening relationships with academic and clinical training programs.
Committee and Meeting Support
- Coordinate clinical committees, provider meetings, peer review, and medical leadership meetings.
- Prepare agendas, minutes, action item trackers, and maintain audit-ready documentation.
Work Schedule and Travel
- The role requires on-site presence Monday through Friday, 8 am to 5 pm, typically 40 hours per week, with additional hours as needed.
- Travel primarily occurs between clinic sites during business hours, with occasional out-of-area and overnight travel.
Education, Knowledge, Skills, and Abilities
- Preferred bachelor’s degree in Business, Healthcare Administration, Public Administration, or related fields; equivalent experience considered.
- Minimum three years’ experience in healthcare settings supporting physicians or clinical leadership.
- Experience in provider onboarding, contracts, credentialing, peer review, CME tracking, and executive travel coordination preferred.
- Valid driver’s license required.
- Bilingual English/Spanish preferred.
- Proficiency with Microsoft Office suite, document management, and tracking systems.
- Strong organizational skills, professionalism, confidentiality, communication, and customer service abilities.
- Familiarity with medical terminology, clinical operations, and cultural competency in healthcare.
Physical Demands and Work Environment
- Requires regular on-site attendance.
- Involves sitting frequently, occasional standing or walking, and some lifting or carrying up to 25 pounds.
- Exposure to uneven ground, biohazards, noise, dust/fumes, and hazards occasionally.
- Requires keyboarding, speaking, hearing, and visual acuity.
- Driving is occasionally required as part of travel duties.
The Clinical Executive Operations Specialist supports the Chief Medical Officer (CMO) by providing high-level administrative, operational, and coordination assistance. The role is mission-driven, focusing on delivering high-quality healthcare services and excellent patient care. Responsibilities include managing the CMO’s calendar, meetings, travel, documentation, provider follow-up, CME tracking, recruitment support, onboarding, peer review, student/resident program coordination, clinical contracts, and committee activities
