Administrative Assistant - Medical Staff Office - Atlantic Health Chilton Medical Center

Position Summary The Administrative Assistant provides advanced administrative and operational support to the Medical Staff Services Department, with a strong focus on coordination, financial processing, and departmental workflow management. This role is responsible for overseeing day-to-day activities, supporting Medical Staff leadership, and ensuring accurate handling of financial transactions, physician payments, and departmental operations. Key Responsibilities Department Coordination & Operations Coordinate and manage daily administrative operations of the Medical Staff Services Department Serve as a central point of contact for departmental activities, coordination, communications, and workflow tracking Maintain organized systems for records, tracking, and follow-up to support efficient operations Medical Staff & Physician Support Administer and monitor Medical Staff dues , including tracking, reporting, and follow-up Administer and monitor Medical Staff application fees (separate form dues), and follow-up Enter physician call and on-call schedules into the hospital's web directory on call schedule Process physician-related payments , including check requests for call coverage and other services Financial Coordination & Reconciliation Process vendor invoices and departmental check requests in accordance with organizational policies Perform account reconciliation , ensuring accuracy of payments, invoices, and financial records Track expenditures and maintain documentation to support audits and financial reporting Partner with Finance to resolve discrepancies and ensure timely payment processing Meeting & Committee Support Coordinate logistics for medical staff, credentialing, clinical department meetings and Medical Services Administration meetings Prepare and manage calendar invitations and sends the agendas, and supporting materials Onboarding & Staff Support Support onboarding of new department staff , including coordination of equipment, system access, materials, and orientation Assist other aspects of staff onboarding as applicable Office & Supply Management Manage ordering and inventory of department supplies and computer equipment Support overall office operations to maintain an efficient and organized work environment Additional Responsibilities Provide direct administrative support to Medical Staff Services leadership Assist with annual and biannual Medical Staff events including recognition events (e.g. Spring Social) Assist with special projects, reporting, and process improvement initiatives Education/Experience High School Diploma Required. Associate or bachelor's degree preferred, and/or equivalent combination of experience 3-5 years of administrative or coordinator-level experience, preferably in healthcare Demonstrated experience with financial processing, invoice management, and account reconciliation Strong organizational and time management skills with ability to manage multiple priorities High attention to detail and accuracy, particularly in financial and scheduling activities Proficiency in Microsoft Office (Outlook, Excel, Word); experience with financial systems preferred Strong communication skills and ability to work collaboratively across departments Ability to handle confidential information with discretion