Executive Administrative Assistant - Mitchell Martin
Brooklyn, NY
About the Job
A Federally qualified health center (FQHC) who has been around for over 45 years is looking for a Executive Administrative Assistant
If you are looking for a place to work where you can provide the care that will change the lives of the people in the community, this is the facility for you.
Type: Full-Time/Perm
Location: Brooklyn, NY
SCOPE OF SERVICES:
Under the supervision of the Chief Medical Officer and will manage the day-to-day administrative operations of the office of the Chief Medical Officer, provide administrative support to clinical programs, units, and services for which the Chief Medical Officer is responsible.
RESPONSIBILITIES AND DUTIES
Maintains calendar for the Chief Medical Officer and schedules individual and departmental appointment/meeting.
Coordinate completion of Monthly reports to the Board of Directors, compiling necessary sections, proofing and formatting as needed.
Opens and reviews mail addressed to the Chief Medical Officer and handles independently those items that are of a purely administrative nature.
Drafts administrative memos and letters as appropriate.
Responsible for the preparation of monthly minutes for the Quality and Performance Committee, quarterly Total Quality Management (TQM) Committee, monthly Leads Meetings, as well as other meeting as necessary
Monitors the preparation and updating of all policy and procedure manuals related to all clinical areas.
Maintains computerized desktop calendar of approved leave requests for all Clinicians and request MIS schedule adjustment after leave is approved as needed. Monitors the allotted annual Continuing Education (CME) taken by all clinicians.
Monitor, edit and submits b-weekly clinical staff timesheets in E-Supervisor to the payroll Manager.
Maintains and updates database of all Clinicians schedules for all sites, and NPI, DEA, UPIN and License numbers. Sends out competency questionnaire to all clinical references as part of the credentialing process.
Creates orientation schedule for new clinicians.
Coordinate planning, preparing and preparation and execution of academic and administrative meetings with staff, as well as with outside individuals and agencies for the office of the Chief Medical Officer including making arrangement for meals and refreshments as appropriate.
Services as liaison and administrative support for all professional students rotating through facility.
Provides administrative support for recruitment of new clinical staff.
Assists with execution of special project at the discretion of the Chief Medical Officer as the need arises.
Assists in the preparation and submission of the annual Federal Tort Claims Act (FTCA) Deeming Application; the Clinical Lab Evaluation Applications and reapplications, tracks documents submitted; maintains all files and responds to questions pertaining to the Clinical Laboratory Improvement Agreement and certificates.
Prepares and submits requests for payment, purchase requisitions, check requests and other miscellaneous forms as needed.
Responsible for scheduling and coordinating all meetings for Adult Medicine Unit, Clinical Leaders, Clinical Care Meetings, teleconference, video conferences and other miscellaneous meetings are needed and maintain documentation of these meeting.
Answer telephone calls and participates in the office Executive call group. Takes messages for the other members of the Executive staff as appropriate; handles independently those calls that are purely of an administrative nature.
Responsible for updating the After-Hours Clinician's on Call schedule and interfacing with the messaging center as needed.
Daily distribution of all after-hours message report (from the day prior) by email, to the nurses and/or registration staff to ensure task completion.
Work with other AAs for the distribution of mails, faxes and other items delivered to the administrative area.
Requirements
Bachelor's Degree
Two years of clinical and administrative experience in Community Health Center or similar clinical setting required.
Experience with reports and calendar management
Demonstrated organizational, facilitation, communication, and presentation skills.
Word Processing capabilities including spreadsheet, Graphics, Windows10, Excel and Power Point.
Excellent interpersonal skills.
Team player, highly motivated and a self-starter.
Salary: $60,000.00
If you are looking for a place to work where you can provide the care that will change the lives of the people in the community, this is the facility for you.
Type: Full-Time/Perm
Location: Brooklyn, NY
SCOPE OF SERVICES:
Under the supervision of the Chief Medical Officer and will manage the day-to-day administrative operations of the office of the Chief Medical Officer, provide administrative support to clinical programs, units, and services for which the Chief Medical Officer is responsible.
RESPONSIBILITIES AND DUTIES
Maintains calendar for the Chief Medical Officer and schedules individual and departmental appointment/meeting.
Coordinate completion of Monthly reports to the Board of Directors, compiling necessary sections, proofing and formatting as needed.
Opens and reviews mail addressed to the Chief Medical Officer and handles independently those items that are of a purely administrative nature.
Drafts administrative memos and letters as appropriate.
Responsible for the preparation of monthly minutes for the Quality and Performance Committee, quarterly Total Quality Management (TQM) Committee, monthly Leads Meetings, as well as other meeting as necessary
Monitors the preparation and updating of all policy and procedure manuals related to all clinical areas.
Maintains computerized desktop calendar of approved leave requests for all Clinicians and request MIS schedule adjustment after leave is approved as needed. Monitors the allotted annual Continuing Education (CME) taken by all clinicians.
Monitor, edit and submits b-weekly clinical staff timesheets in E-Supervisor to the payroll Manager.
Maintains and updates database of all Clinicians schedules for all sites, and NPI, DEA, UPIN and License numbers. Sends out competency questionnaire to all clinical references as part of the credentialing process.
Creates orientation schedule for new clinicians.
Coordinate planning, preparing and preparation and execution of academic and administrative meetings with staff, as well as with outside individuals and agencies for the office of the Chief Medical Officer including making arrangement for meals and refreshments as appropriate.
Services as liaison and administrative support for all professional students rotating through facility.
Provides administrative support for recruitment of new clinical staff.
Assists with execution of special project at the discretion of the Chief Medical Officer as the need arises.
Assists in the preparation and submission of the annual Federal Tort Claims Act (FTCA) Deeming Application; the Clinical Lab Evaluation Applications and reapplications, tracks documents submitted; maintains all files and responds to questions pertaining to the Clinical Laboratory Improvement Agreement and certificates.
Prepares and submits requests for payment, purchase requisitions, check requests and other miscellaneous forms as needed.
Responsible for scheduling and coordinating all meetings for Adult Medicine Unit, Clinical Leaders, Clinical Care Meetings, teleconference, video conferences and other miscellaneous meetings are needed and maintain documentation of these meeting.
Answer telephone calls and participates in the office Executive call group. Takes messages for the other members of the Executive staff as appropriate; handles independently those calls that are purely of an administrative nature.
Responsible for updating the After-Hours Clinician's on Call schedule and interfacing with the messaging center as needed.
Daily distribution of all after-hours message report (from the day prior) by email, to the nurses and/or registration staff to ensure task completion.
Work with other AAs for the distribution of mails, faxes and other items delivered to the administrative area.
Requirements
Bachelor's Degree
Two years of clinical and administrative experience in Community Health Center or similar clinical setting required.
Experience with reports and calendar management
Demonstrated organizational, facilitation, communication, and presentation skills.
Word Processing capabilities including spreadsheet, Graphics, Windows10, Excel and Power Point.
Excellent interpersonal skills.
Team player, highly motivated and a self-starter.
Salary: $60,000.00
Source : Mitchell Martin