Executive Secretary- CMH Hospital Medical Affairs

Job Details

Executive Secretary- CMH Hospital Medical Affairs

Department: Hospital Medical Affairs

• CMH

Usual Schedule: Monday-Friday, 8am-4:30pm

Regions:

On Call Requirements: No

Job Category: Clerical/Admin

Work Location: Methodist Medical Center

Employment Type: Full

• Time

Nursing Specialty:

Job Post ID: 42553

Secondary Job Category:

Experience Requirements: 3 - 5 Years

Weekend Requirements: No

Education Requirements: Not Indicated

Shift: Day

Location: Peoria, IL

Holiday Requirements: No

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Check out this job opening for Carle Providers: Executive Secretary- CMH Hospital Medical Affairs Check out this job opening for Carle Providers: Executive Secretary- CMH Hospital Medical Affairs

Job Description

JOB SUMMARY:

Provides advanced, diversified, and confidential secretarial services to an executive at the Vice President level of the organization, as well as support the provider credentialing process through Medical Affairs.

ADDITIONAL REQUIREMENTS

Use of usual and customary equipment used to perform essential functions of the position.

Work may occasionally require travel to other Carle Health Peoria region facilities/hospitals.

Required to drive your own vehicle for business purposes.

SKILLS AND KNOWLEDGE

Required English Skills

Advanced reading skills

Advanced writing skills

Basic oral skills

Communication Skills

Ability to respond appropriately to customer/co-worker.

Interaction with a wide variety of people.

Maintain confidential information.

Ability to communicate only the facts to recipients or to decline to reveal information.

Ability to project a professional, friendly, helpful demeanor.

Computer Skills

Intermediate computer knowledge: Ability to troubleshoot minor problems within a Windows OS, operates within a network environment, uses spreadsheet, database, word processing and internet applications proficiently.

Learns new applications without difficulty and is able to aid others in immediate work area with computer questions.

MS Office Apps

Windows Operating System

E-mail client

ESSENTIAL FUNCTIONS:

• Provides secretarial support

• Organizes and completes assignments independently, efficiently and in a timely manner

• Types letters, memos, other documents in professional format, grammatically correct

• Picks up mail, opens, reads, sorts by priority and then routes accordingly

• Provides receptionist duties by greeting visitors in person or on the phone providing direction and guidance

• Provides copies of documents as appropriate, readily obtains needed information

• Assures follow-up of items and meets deadlines

• Demonstrates initiative in organizing and prioritizing tasks, making for smooth workflow and positive, successful outcomes

• Able to meet urgent deadlines successfully

• Maintains high levels of confidentiality and is always discreet

• Regularly updates and deletes files, keeps organized space and provides for back-up locations of materials when gone Readily obtains records and files

• Schedules/coordinates appointments and meetings

• Arranges meetings, both regular & periodic, with other VPs, Directors, Managers, Physicians, etc.

• Documents on the calendar all regular appointments & meetings and communicates to those involved

• Prompts VPs of meetings, assures preparation materials available

• Plans for schedule conflicts, makes corrections, arranges coverage as required

• Attends meetings regularly as needed

• Shows good judgment in the telephone screening process, getting priority messages to the executive in a timely manner

• Demonstrates a well-developed ability to effectively communicate with a wide range of people

• With respect to Medical Staff Affairs, performs ongoing data collection, image scanning and provider communication for the purposes of attaining a complete provider application and maintenance of a providers good standing on the medical staff.

• Maintains strong knowledge of the latest technology in the MSOW Credentialing Software

• Collects information from medical staff and participates in actions that ensure timely credentialing data collection.

• Communicate upcoming expirables, so that all providers are current with physical or electronic copy on file.

• Gather the monthly reappointment quality improvement provider specific data to ensure timely completion and presentation of the provider's reappointment application.

• Communicate to the provider regarding the conclusion of their Focused Practice Professional Evaluation.

• Enter Service Now new security requests and updates for all providers, advanced practice professionals, residents and medical students, as appropriate.

• Performs special projects or assignments as delegated by the Senior VPs.

• Issue Swipe Sense badges, as appropriate.

• Generate and communicate Swipe Sense reports, as requested.

• Process payroll on a bi-weekly basis for Medical Affairs and Informatics Departments

• Order all items utilized in the daily function of the office, in a timely manner using in-house and outside vendors

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are committed to creating a diverse and welcoming workplace that includes partners with diverse backgrounds and experiences. We believe that enables us to better meet our mission and values while serving customers throughout our communities. People of color, women, LGBTQIA+, veterans and persons with disabilities are encouraged to apply. Qualified applicants with criminal histories will be considered for employment in a manner consistent with all federal state and local ordinances. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: human.resources@carle.com. Positions are not available for remote work in the state of Colorado.

Effective September 20, 2021, the COVID 19 vaccine is required for all new Carle Health team members. Requests for Medical or Religious exemption will be permitted.

Illinois Required Notices

• Your Rights Under Illinois Employment Laws

Federal Required Notices

• Employee Rights under FLSA

• OSHA

• Employee Rights under FMLA

• EEO It's The Law

• Pay Transparency Nondiscrimination Provision

• Employee Polygraph Protection Act

• Your Rights under USERRA