Executive Assistant to Medical Director

JOB SUMMARY

This position provides office management, administrative support services, as well as confidential duties for the Medical Director.

MAJOR TASKS AND RESPONSIBILITIES

This list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or logical assignment to the position. 1. Act as confidential assistant to the Medical Director including patient and staff files/records. Keep Medical Director abreast of all activities 2. Maintain administrative schedule for Medical Director including scheduling 1:1 meetings with direct reports. Notify direct reports when Medical Director on vacation or sick during a scheduled 1:1 meeting. Liaise with Front desk lead in helping Medical Director with payroll for her 15/16 direct reports -Sick hours, Vacation hours, Admin time, Closure hours, IFML etc. 3. Schedule direct reports 1:1 for Clinic manager and send invites to attendees and notify direct reports when clinic manager on vacation or sick during a scheduled 1:1 meeting. 4. Generate and submit information electronically for request for RQs and Purchase Orders on NAV system for Medical Clinic. Assist all grants in clinic with RQs and POs as needed. Oversee and distribute Purchase Order requests for training, staff reimbursement, clinic supplies, event supplies, etc. 5. Assist Medical Director and Clinic manager in tracking quality improvement initiatives and patient care metrics. Support the implementation of clinical protocols and policies. Assist with the EPIC transition for clinic. Assist Medical Director in planning and executing strategic initiatives for clinic. Assist with the implementation of clinic protocols and policies. 6. Assist Medical Director with preparing presentations including Power point presentations. Coordinate special projects as outlined by Medical Director. 7. Assist in drafting/reviewing of Contract Service Agreements and any documents needed for the EPIC transition for clinic. Facilitate payment process for Contract Service Agreements for clinic by collecting invoices a. Obtain Medical Directors approval to submit for processing and followup of payment, if needed. 8. Obtain and submit items needed to set up businesses, staff, etc. as vendors for the clinic (W-9/new vendor form). Help with set up of affiliated care agreements for clinic as they come up and facilitate smooth working operations for vendors with affiliate care agreements including liaising with business/billing office needs. 9.

Travel/Training:

a. Prepare all necessary forms for Medical Director and other staff as needed. Obtain per diem information, book hotel accommodations, education registration, airfare, calculate mileage, parking, and others as needed. Collect and submit post travel forms/items/receipts. 10. Assist staff with travel website profile account. Liaison between staff and finance department. Instruct and oversee process Travel/Training/CME (forms, reservations, registration, etc.) for staff in other departments, as well as HWC. a. Submit to director for approval and Process employee reimbursements and submit to Finance Department on a timely basis. 11. Facilitate and delegate and/or assist with planning/organizing staff events: a. Potluck every 2 months, Order All staff lunch once every 4 months, Assist Nurses in planning events, obtaining supplies for events (working with production companies/working with Facilities Director and staff for event and capacity information, drafting/communicating contract with CSA's for event). Organize breakfast for employees leaving clinic. Birthday cards for employees and monthly Birthday cake in clinic. 12. Retreats/Team Building Events for clinic including one annual retreat every year. a. Contact organizations to obtain proposal/contract for multiple staff to attend event. b. Book hotel accommodations, meeting rooms, food menus, etc. for events. Organize speakers for event. 13. Order office supplies on a weekly to bi-weekly basis - submit to Facilities Secretary and coordinate availability of supplies in clinic space. Distribute/stock/store office supply items including, annual ordering for yearly department calendars. 14. Direct communication with other Divisions/Departments such as, Behavioral Health, Finance, Human Resources, Elder's In-Home Services and Social Worker to arrange/organize/problem-solve as directed by Medical Director and Clinic manager. 15. Take and transcribe minutes for meetings as requested for administrative meetings, provider meetings, etc. Share minutes with requested parties within 3 business days of meeting. 16. Communicate with Human Resources to schedule interviews and do onboarding for new employees at Medical Clinic. Schedule and coordinate required trainings for new hires. Oversee and set up all areas needed for new staff/students, including IT forms, electronic requests for IT and Facilities Departments, as well as office supplies. 17. Communication (call references) for applicants in regards to questions drafted by Medical Director/Clinic Manager. 18. Generate electronic Work Order forms to Facilities for clinic requests. a. Generate electronic IT work requests for clinic when requested. 19. Assist with EPIC transition and implementation for clinic as needed including but not limited to creating excel spreadsheets to track training and deliverables. 20. Create spreadsheets for clinic budget. Liaise with Medical director and clinic manager in clinic budget estimates. 21. Work with Medical Director and clinic manager to Draft/provide input for Standard Operating Procedures/Clinic Directives/Policies. Create and maintain an organizational chart for the clinic. Assist Clinic manager in preparing and maintaining a patient rights and responsibilities poster for clinic lobby. 22. Coordinate time off requirements for direct reports to Medical Director and record in outlook calendar and liaise with appropriate clinic staff that needs notification. 23. Assist in maintaining all medical provider schedules (collecting provider schedule change forms): a. Check for accuracy of blocking/changing provider schedules by liaising with front desk and clinic supervisor and manager. 24. Schedule Eversafe Driving Safety Training certification, to use company vehicle as needed for clinic employees. 25. Reserve conference rooms for meetings, events, interviews. 26. Maintain/create files for Medical Director. 27. Draft flyers, brochures, clinic signage using graphic design in Canva, Excel, Publisher, and Word for medical clinic. 28. Clinic Credit Card holder to purchase necessary items for medical clinic that cannot otherwise be obtained through Purchase Order, check or Contract Service Agreement. Assist clinic staff in renewal of license/credentials with credit card and keep track of expiration date for credentials and licenses and facilitate renewal. 29. Review all credit card purchases on Key Bank website with correct budget information and receipts uploaded and attached on a monthly basis or as often as possible for all clinic credit card holders. 30. Help Clinic employees file incident reports. 31. Conduct tours of facility for new staff and visitors when requested by Medical Director. 32. Co-ordinate interviews for contract employees with clinic staff and input their hours and coordinate payment with Medical Director. 33. Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

EDUCATION - EXPERIENCE AND TRAINING FOR POSITION

Required:

Graduation from a high school or equivalent with course work in general office practices. Eight (8) years of experience as a confidential assistant, administrative assistant or similar position, and training/certification in transcription.

SPECIFIC SKILLS/KNOWLEDGE/ABILITIES REQUIRED FOR POSITION

Skills:

Keyboarding, excel, Canva Oral and written communication Organization, work prioritization and time management Customer service - in person and via telephone (discretion, patience, etiquette, professionalism) Excellent interpersonal and human relations skills Computer software applications relative to the position (Word and Excel) Basic accounting and mathematics Conflict resolution techniques Operation of standard office equipment that may include computer, copier, fax machines and multi-line telephone Medical transcription expertise with ability to accurately transcribe in a highly efficient manner

Knowledge:

General office policies, principles and practices Rules, regulations, codes, laws, policies, procedures, and ordinances as they apply to the department Program specific information, terminology and/or equipment Principles and practices of supervision

Ability:

Analyze and solve problems Maintain strict confidentiality of sensitive matters Follow oral and written instructions Anticipate changes as appropriate Work independently and adapt to change in workload demands Evaluate employees and discipline as appropriate Follow through on assignments as directed Conduct research on specific work assignments as directed

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually moderately quiet. Licenses or Certifications Required WA State Drivers License