EXEC SECRETARY & STUDENT/CLINICAL PRG COORD

Job Description

Job Description

POSITION PURPOSE:
The Executive Secretary and Student & Clinical Programs Coordinator is responsible for executing and processing the administrative and clerical duties as required by the CMO. This position also acts as liaison with the general public and is the first point of contact between CHI and Student Organizations/Universities. The person in this position will coordinate all student educational activities, and maintain organization and records for the program. Manage all communication regarding student inquiries. Assist faculty members in managing daily operations of clerkships. Organize and maintain data on students to allow for on-going information and tracking. Write reports and prepare presentations about the academic program, instructional activities, and program planning. Develop all student rotation schedules. Assist Chief Medical Officer (CMO)/Chief Academic Officer (CAO) with the administration and communication of the medical student academic program and policies. Collaborate with CMO and Medical Directors tto develop standardized training programs and rotations. Serve as a liaison with other departments to communicate information regarding the academic program. Assist CMO and Leadership with Clinical Grant Writing activities. Regularly provide leadership staff with reporting updates, and participate in cross-functional team meetings. Assists CMO and senior staff with ensuring compliance with The Joint Commission, HRSA, and FTCA requirements. Analyze quantitative and qualitative data to produce reports for internal and external use.

POSITION REQUIREMENTS / QUALIFICATIONS:

Education/Experience:
Bachelors Degree in Business Administration or Health Administration with at least ten (10) years general business management, process improvement, and contract management experience (or combination thereof). Must have at least three (3) years experience in Health Care atmosphere, preferably in a Community Health Center.

Licensure / Certification:
Business and computer training, understands medical terminology. CPR Certification from the American Heart Association.

Skills / Ability:
Ability to exercise sound judgment in resolution of specific administrative tasks. Ability to take and transcribe dictation and minutes at a high rate of accuracy and speed. Word process at 45 and above WPM, knowledge of computer software such as Word and Excel.

POSITION RESPONSIBILITIES (THIS IS A NON-EXEMPT POSITION)

The incumbent serves under the direction and supervision of the Chief Medical/Academic Officer.

Provides administrative support to the Chief Medical/Academic Officer.

Type’s memos, letters, reports, contracts and agreements and other material as requested from written material, Dictaphone or stenography.

Records, edits and accurately transcribes minutes from committee and board meetings.

Files various administrative documents, maintains files in accordance with established administrative systems, and accesses records upon request.

Schedules appointments and meetings for supervisor within established guidelines.

Assist callers and visitors by evaluating requests for services correctly and contacting the person or agency to meet their needs.

Answers telephone, takes messages and relays information, displaying courtesy, tact and diplomacy.

Audits and prepares payment requests.

Acts as liaison with departments at JMH, JMH South and Homestead Hospital on medical staff matters.

Assembles materials for the CHI Joint Conference Committee, Primary Care Committee, Clinical Directors Committee, and HPS Credentialing/Executive Committees.

Organize and maintain data on students to allow for on-going information and tracking

Administer academic policies and advise faculty, staff, and students on policy matters

Provide administrative support to the CMO in matters relating to student programs

Evaluate student inquiries and provide competent answers without CMO/CAO guidance

Assist the faculty members in managing daily operations of clerkships; organize and prioritize necessary tasks, initiate changes, and resolve issues as they arise

Create the conference lecture schedules for clerkships

Manage the needs of each lecture, including materials, equipment needs, catering, and feedback to lecturer

Manage student and faculty evaluations, and process appropriate paperwork

Regularly communicate with Student organizations/universities regarding concerns or issues, as needed

Write reports and prepare presentations about the academic program, instructional activity, program planning, etc.

Develop the rotation schedule, with the Medical Directors, for all medical students

Work with COO, CMO/CAO, and Director of Logistics regarding space requirements for academic program.

Serve as a liaison with other departments regarding the academic program

Assist CMO/CAO with Leadership and Clinical Grant Writing Activities, as requested

Works with CMO/CAO and Medical Directors to develop standardized training programs and rotations.

Develops reports and informational packages, as requested, for presentation at Senior Leadership meetings.

Assists CMO/CAO and senior staff with ensuring compliance with The Joint Commission, HRSA, and FTCA requirements

Participate in cross-functional team meetings and work groups.

Attends meetings on behalf of the CMO/COA and Medical Leadership.

Works on targeted performance projects/issues as requested.

Analyze quantitative and qualitative data to produce reports for internal and external use.

Adheres to Confidentiality Policies and Procedures / HIPAA Regulations.

Reports to work on time and ready to work with minimal absenteeism.

Performs other administrative duties as assigned.