Clinical Operations Administrative Assistant

Summary

The Clinical Operations Administrative Assistant provides support essential to the mission and the day-to-day operations of the Clinical Operations Leadership. This individual serves as the primary point of contact for internal and external constituencies on matters pertaining to Clinical Operations. They must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and serves the organization in delivering outcomes. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Clinical Operations Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Job Functions/Responsibilities

• Successfully completes critical aspects of deliverables with a hands-on approach.
• Assists in coordinating the agenda of Clinical Operations meetings
• Prepares and distributes materials for meetings to appropriate attendees.
• Screens incoming communications including phone calls, email, determines the correct staff member to disseminate to the necessary staff member with appropriate follow-up to completion.
• Maintains files used by the Clinical Operations team
• Manages schedule of field trainers
• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; prepares reports for external relationships; composing and preparing correspondence that is sometimes confidential.
• Prepares background information and supporting documents in preparation for meetings.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Assist with correspondence and relationships with preferred partners and regulatory agencies.
• Reviews, proofreads, and formats correspondence, presentations and outgoing communications as required. Ensures accuracy, completeness and consistency aligned with the organizations policy. Edits and completes first drafts for written communications to external stakeholders.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job related tasks other than those stated in this description. Incumbents must be compliant with conditions of participation for the Center for Medicare/ Medicaid Services.

Skills Required

• Expert level written and verbal communication skills
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Position Qualifications

• Emotional maturity. Demonstrated ability to maintain confidentiality and use good judgement in making independent decisions with a high degree of tact and diplomacy.
• May be required to use the computer screen for expensive periods of time
• Bachelor's degree required
• Extended work hours and travel may occasionally be necessary including overnight stays.
• Three to five years of experience supporting Senior Leadership, preferably with health care experience
• Occasional lifting of 15-20 pounds
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions