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Executive Assistant - Primary Physician Network - Full Time - South Be

Company: Saint Joseph Health System
Location: South Bend
Posted on: August 22, 2019

Job Description:

Minimum: $19.92 - Maximum: $30.88 JOB SUMMARY Provides high-level administrative support to the Vice President of Clinical Integration and Operations and Executive Medical Director and other Senior Executives of the organization. Conducts research, prepares statistical reports, handles information requests and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Coordinates the business meetings for the Physician Network and tracks physician expense reports and requests for payments. JOB DUTIES 1. Actively demonstrates the organization's mission and core values, and conducts oneself at all times in a manner consistent with these values. 2. Knows and adheres to all laws and regulations pertaining to patient health, safety and medical information. 3. Coordinates and manages projects. Directs and maintains accountability for complex, multi-faceted programs with minimal direction from supervisor. 4. Provides assistance and support to senior executives in problem solving, project planning and management, and development and execution of stated goals and objectives. 5. Reviews operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures or expenditures. 6. Communicates and collaborates with staff, management, outside professionals, committee and board members, patients/families, physicians regarding various subject matters. 7. Coordinates all student (Nurse Practitioner, Physician Assistant and Medical Assistant) clinical externships with all SJPN clinics. Works with colleges, interviews students to find best placement and if student is good fit, completes paperwork for HR and checks immunizations; finds students places and works with clinics to get them trained and working. 8. Reviews requests for medical records from insurance providers and delivers to person responsible. Works with Director of PI/Quality to ensure records requests are processed timely and auditors are properly scheduled when needed. 9. Coordinates all physician time cards, check requests and pay adjustment forms. Checks hours and completes for processing by finance and legal. 10. Maintains sole responsibility for physician Corporate Development points. Tracks, posts, and reports to physicians. Also receives points requests from physicians and brings those requests to Executive Committee. 11. Tracks physician contracts and bonus pay-outs. One month before bonus is due, prepares paperwork and sends to Legal. Maintains all physician files. 12. Tracks physician attendance at meetings and prepares report to Finance, Payroll and Legal on a quarterly basis. 13. Provides staff support to Board of Directors and/or Board or Physician Committees; initiates, develops and formulates agendas in accordance with bylaws to ensure timely approval of documents. Maintains corporate records. 14. Manages the calendar of appointments, meetings, rooms, events/retreats, and/or other similar activities for specified department/unit or executive. Coordinates travel/conference arrangements and itineraries. Facilitates and provides set-up and tear down assistance for health fairs, meetings, conferences and other special events as required. 15. Serves as primary point of direct administrative contact and liaison for other offices, individuals and external institutions and agencies on a range of specified issues. 16. Initiates, develops, and composes written and standard correspondence. Takes, transcribes and distributes minutes. Prepares agendas and meeting presentation as indicated. 17. Performs research and analysis on specified issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature. Tracks budget/expenses. 18. Oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquires of visitors, review and control of incoming and outgoing correspondence, and follow-up on operation commitments. 19. Coordinates agendas for all SJPN Committees (Finance, Quality/PI and Executive Council). Coordinates quarterly SJPN Business meeting. Prepares agenda, arranges room set-up, works with caterer and collects rsvp's. 20. Copies, faxes, sorts and disseminates mail, files and performs other general office duties to assist with the effective running of the unit. Orders, stocks and distributes offices supplies. 21. Processes all invoices that come to the SJPN for all providers and administrators. 22. Processes all receipts for Corporate Credit Cards for all SJPN Administrators. 23. Provides direct support for SJPN Executive Medical Director and Vice President of Clinical Integration and Operations. 24. Manages office and equipment, including calendars for directors, recruiter and educator. 25. Provides guidance or training to other staff or volunteers. 26. Performs other duties consistent with purpose of job as directed. JOB SPECIFICATIONS AND CORE COMPETENCIES Education: Associate degree in business or related field or equivalent level of education/experience (high school diploma and three to five years of Executive Assistant/Administrative or similar experience). Licensure: None Experience: Three to five years of experience that is directly related to the duties and responsibilities specified. Other Job Requirements: X This is a highly visible position requiring a high level of administrative skill, professionalism and tact. Computer Competency: Demonstrates how to use (through a competency assessment) a standard desktop and windows based computer system with advanced proficiency of a variety of communications tools including email, intranet and software applications such word processing, spreadsheets, graphics, data base applications and presentation software that are required to perform the essential functions of the job. High level of skill with computers and accurate keyboarding skills. An understanding of organizational dynamics and administrative procedures and protocols. Ability to function in a dynamic, fast-paced team environment and to cope with ambiguity, time constraints, and other daily stressors in an effective and appropriate manner. Time management, prioritization and organizational skills including demonstration of an ability and willingness to plan, organize and accomplish tasks accurately and in a timely manner to exercise sound judgment under pressure and to manage multiple and competing activities simultaneously. Excellent communication skills including the ability to demonstrate diplomacy and tact, compose, spell, edit/proof, utilize appropriate grammar, and to relate in an appropriate interpersonal manner to all levels and types of individuals in a fashion that will earn credibility, respect, confidence and will generate mutual support. High degree of trust and demonstration of the ability to respect and appropriately handle confidential and sensitive information. Assigned hours within your shift, starting time, or days of work are subject to change based on departmental and/or organizational needs. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Keywords: Saint Joseph Health System, Mishawaka , Executive Assistant - Primary Physician Network - Full Time - South Be, Healthcare , South Bend, Indiana

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