Job Description

Job Description

Job Description

Philadelphia FIGHT

Administration

Executive Assistant Job Description

The Executive Assistant provides administrative and project management support to the Chief Medical Officer of Philadelphia FIGHT Community Health Centers. Incumbent is responsible for maintaining the Chief Medical Officer's calendar, coordinating meetings and conferences, and making travel arrangements. The incumbent will also assist in the development of presentation materials and any major project related tasks. She/ He/ They will also be responsible for arranging periodic CMO office communications. For the right individual, this unique role will serve as an unparalleled opportunity to help lead and manage high-growth health centers.

KEY RELATIONSHIPS/SUPERVISION:

Reports to Chief Medical Officer (CMO)

Key staff collaborations: Chief Scientific Officer (CSO), Chief Quality Officer (CQO), Senior Director of Administrative Operations, Medical Directors, Clinical Staff.

Qualifications: The Executive Assistant position requires a bachelor's degree and 3 years of experience in an executive level administrative assistant position. Master's degree in health care or related field is preferred. Candidates applying for this position should be proficient in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook), and have excellent interpersonal skills and the ability to function as a team member. Project management skills and experience working with electronic medical records is a plus. The Executive Assistant must be able to work autonomously and make clear concise decisions in highly confidential matters. Must also have excellent verbal and writing skills, with the ability to multitask and adequately represent the Chief Medical Officer.

Responsibilities include:

MAJOR RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Responsible for the CMO's calendar by setting priorities for activities and appointments and keeping abreast of activities. Attend meetings as representative for the CMO, as needed.
• Works as a resource to the direct reports of the CMO facilitating coordination of complex activities involving Human Resources, Risk Management, Quality and Patient Safety.
• Manages health center conference schedule (examples include Grand Rounds, Morbidity and Mortality Conference, Weekly All Health Center Huddle, monthly in service and trainings) and serves as the primary point of contact for invited speakers.
• Responsible for the preparation and/or coordination of official correspondence and formal presentations by the CMO that are accurate, complete and meet quality standards for appearance and presentation.
• Supports the coordination of personnel actions for the CMO. This includes recruitment and interactions with Human Resources. The incumbent will track staff evaluation due dates, recertification schedules and employee health evaluations, as required. Maintains confidential files for disciplinary and other medical staff issues.
• Readies biweekly timesheets for CMO's approval and organizes providers' time off requests for CMO approval.
• Assists with the onboarding and training of new health center medical providers.
• Prepares and coordinates meeting travel and participation in virtual meetings as well as follow-up and reimbursement for the CMO for local and national conferences and speaking engagements.
• Receives and effectively screens incoming telephone calls, mail, and visitors for CMO, CQO and CSO; researching and responding to various inquiries while directing other inquiries as necessary to responsible areas.
• Helps process meeting and travel financial approvals and associated accounting paperwork for CSO, CQO and direct reports to CMO.
• Generates scheduling, correspondence, location reservation and meeting minutes for CMO, CSO and CQO meetings as required.
• Supports the CQO for credentialing process for all health center staff.
• Assists the CQO with management of the Learning Management System for training of all staff members. Coordinates in services including meals with pharmaceutical sales representatives.
• Provides clerical support for health center education and visiting/ rotating trainees.
• Manages special projects assigned by the CMO.
• Oversees day-to-day administrative office operations which may include and are not limited to: office environment and office supply procurement.
• Anticipates needs of the Health Center Leadership Team and identifies opportunities to create processes and systems to streamline office flow.
• Other duties and responsibilities as assigned.

Other: Initial probationary period is three months. Generally, works in a administrative office environment but may occasionally be required to perform job duties and communicate with staff in one of our health centers.

Salary range: Competitive salary and benefits.

Physical Demands: Ability to continuously sit stand or walk. Ability to work at a computer screen for long periods of time. Ability to bend, climb stairs, and lift/push to 10-20 pounds infrequently.

Work Hours: M-F 40 Hours/Week

Philadelphia FIGHT requires proof of completed COVID-19 vaccination series for all new employees hired. Medical and religious exemptions will be honored consistent with EEOC regulation.

FIGHT is an EEO, Affirmative Action, LGBTQ, people living with HIV/AIDS, and protected veterans' institution.

We recognize that an inclusive workforce with a variety of views, perspectives, and backgrounds is an integral part in our organizational success. We encourage and embrace a diverse workforce that provides us with unlimited ideas and innovative solutions. We are dedicated to recruiting, hiring, and retaining employees from many backgrounds.

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