Executive Assistant to CMO

Dover, NJ, USA

Req #10863

Thursday, April 18, 2024

Welcome to Zufall Health!

Position Summary

Under the direction of the Chief Medical Officer, the Executive Assistant will be responsible for administrative and programmatic activities necessary to support and facilitate clinical staff performance in the provision of patient care. This is a temporary position starting around June until around December with possibility of extension or transfer to permanent position.

Essential Functions, Duties, and Responsibilities

Executive Assistant Functions

• Work directly with the CMO to support all aspects of daily work routine.

• Provide administrative support to the Medical, Behavioral Health and other clinical providers and other managers as needed. Prepares reports/documents and updates information.

• Assist medical and clinical team with scheduling and planning for special events as assigned.

• Maintain the CMO’s calendar, including scheduling meetings, appointments, speaking engagements, and arrangements. Exercise discretion in committing time and evaluating needs.

• Assist in the credentialing process, tracking due dates for required trainings and on boarding of new staff, as well as conducting audits, and assisting CMO in preparations for presentation to the Board.

• Communicate board actions with HR and Credentialing team.

• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.

• Attend meetings and take minutes, monitoring attendance, distributing agendas, attachments and documents.

• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.

• Draft, review and send communications on behalf of CMO and other management team leaders.

• Answer and respond to phone calls, communicate messages and information to the CMO and other clinical staff.

• Prioritize emails and respond when necessary.

• Maintain various records and documents for CMO, maintain electronic and files and document binders.

• Prepare the provider monthly schedule and on call schedule for all sites and clinical staff reporting to the CMO.

• Maintain, monitor and adjust provider schedules in eCW, with attention to blocking for meetings, days off, alternate schedule tours and other changes as needed and usually on a daily basis. Review changes with site managers and CMO if needed.

• Assist with the tracking and organization of quarterly peer reviews including assigning and reminding staff of deliverables, setting deadlines, compiling data and averaging scores by service and providers and disseminating peer review results to individuals.

• Assist with the preparation of performance reviews for staff, including objective data from spreadsheets, audits and Tableau.

• Manage payroll entries and track CMEs and PTO requests, assist with approvals depending on staff availability and schedule and site need.

• Serve as a liaison between the CMO, other staff, patients and the public. This includes receiving and screening the CMO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.

• Serve as a primary point of contact between the CMO and other staff, including helping to coordinate the work of different groups and providing administrative support for clinical staff meetings and other meetings.

• Determine priority of matters of attention for the CMO; redirect matters to staff to handle, or handle matters personally, as appropriate.

• Keep the CMO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

• Compose and prepare letters relating to routine correspondence for the CMO’s signature.

• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

• Maintain confidential and sensitive information.

• Routinely perform a wide variety of support duties and special projects.

• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.

  Clinical Program Coordination

• Coordinate, monitor and communicate information across sites and teams on programs managed by the CMO and direct reports.

• Complete a variety of special projects including creating PowerPoint presentations, spreadsheets, special reports, and meeting material.

• Provide clinical staff support such as tracking CMEs, processing invoices and expenses for providers, assist with loan repayment reports and submissions, assist with medical staff appointments and reappointments, maintain the FTCA provider sheet and training logs for annual submission, schedule needed trainings such as IUD insertions, Nexplanon courses and BLS, and assist and coordinate with the completion of regulatory requirements and trainings.

• Verify and maintain medical health records of entire organization and assure all staff receive their annual PPD.

• Assist with teaching/residency program duties, work on student/resident schedules, communicate with program coordinators, Assistant Medical Director and HR to coordinate onboarding, training, and scheduling within the sites, communicate with site managers and site leads to facilitate rotations and placement.

• Assist with activities and processes including project planning, data entry, initiation, execution, and training; as well as foster collaboration of team members including site managers and provider champions. Initiate and run meetings with the teams to assist with program implementation including developing process maps and workflows, setting up contact lists and resources, assisting with data gathering, and other duties.

  Knowledge, Skills, and Abilities

• Excellent oral and written communication skills, telephone and interpersonal skills, and etiquette

• Bilingual English/Spanish required

• Ability to meet schedules, timelines, and to work independently with little direction

• Ability to pay attention to detail and excellent organizational skills

• Learn and apply the trauma informed care principles in all interactions with staff, patients and visitors

  Education, Training, and Experience

• Minimum of bachelor’s degree in related field, MS preferred

• Minimum of three years’ experience in an office setting

• Experience working with community service agencies

• Knowledge of Microsoft Office, keyboarding, Tableau and other visualization programs, and intermediate experience and proficiency with eClinical Works is a must

  As a condition of employment, we require that all staff are fully vaccinated against flu. Therefore, if hired during flu season (typically between September-May), all new employees need to be fully vaccinated against flu and are required to provide documentation of receiving flu vaccines upon hire.

Zufall Health an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, medical conditions related to pregnancy or childbirth, protected veteran status, or any other characteristic protected by law. Thank you for taking the time to apply!

Other details

• Job Family Non-Clinical

• Pay Type Hourly

• Min Hiring Rate $27.00

• Max Hiring Rate $31.30

• Dover, NJ, USA

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