Clinical Administrative Assistant
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Associate degree in business administration, healthcare administration, or a related field preferred; equivalent relevant experience may be considered. Bachelor’s degree preferred.
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At least two years of progressively responsible administrative experience, including experience supporting senior leadership; healthcare or clinical leadership support experience strongly preferred.
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Healthcare, Federally Qualified Health Center (FQHC), nonprofit, or clinical-operations experience preferred.
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Experience managing complex calendars, coordinating meetings, scheduling leadership activities, tracking action items, and managing multiple deadlines.
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Experience preparing professional correspondence, presentations, reports, agendas, meeting materials, and meeting minutes.
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Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; familiarity with electronic health records (EHRs), project-tracking tools, and healthcare information systems preferred.
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Typing speed of at least 60 words per minute, with strong accuracy and attention to detail.
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Demonstrated discretion, organization, initiative, problem-solving ability, sound judgment, and effective time management.
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Ability to independently prioritize competing responsibilities, follow through on assignments, and escalate issues appropriately.
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Ability to handle sensitive and confidential clinical, personnel, and administrative information with a high level of professionalism and discretion.
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Ability to work collaboratively across clinical, operational, and administrative departments while maintaining appropriate professional boundaries and confidentiality.
Executive and Administrative Support
- Manage the CMO’s calendar, meeting requests, correspondence, telephone messages, travel arrangements, and administrative priorities.
- Prepare confidential correspondence, presentations, reports, executive summaries, agendas, and briefing materials at the CMO’s direction.
- Research and compile information using approved internal systems, intranet resources, and external sources.
- Maintain orderly electronic and paper records in accordance with TCA Health retention, confidentiality, and security requirements.
- Process incoming and outgoing communications and route time-sensitive matters promptly.
Meetings and Follow-Through
- Coordinate provider, clinical leadership, CQI, peer review, and other meetings requested by the CMO.
- Prepare agendas, distribute materials, record accurate minutes, and issue draft minutes within two business days unless otherwise directed.
- Maintain action-item logs with assigned owners and due dates; follow up and escalate overdue items to the CMO.
Clinical Operations Coordination
- Coordinate provider schedules, PTO requests, and anticipated coverage gaps; communicate issues to the CMO and designated operational leaders for resolution.
- Support new-provider onboarding by coordinating orientation, credentialing documents, training, equipment, and electronic health record access with the responsible departments.
- Maintain trackers for provider evaluations, peer reviews, licenses, certifications, contracts, and other assigned renewal dates; notify responsible leaders in advance of deadlines.
- Coordinate administrative components of credentialing, compliance activities, audits, government reviews, and corrective-action follow-up under the direction of the responsible leader.
- Support clinical supply requests by routing needs to the appropriate department; this position is not responsible for independent clinical purchasing decisions.
Reporting and Project Support
- Collect, organize, and validate source information for board, executive, quality, grant, CQI, productivity, and other assigned reports; prepare drafts for leadership review and approval.
- Maintain a master calendar of recurring reports, meetings, audits, renewals, and deliverables, with advance reminders to responsible owners.
- Provide administrative coordination and documentation support for the 340B program and pharmacy partnerships under the direction of the CMO/340B Responsible Official and other designated leaders
- Track contracts and leases assigned to the CMO’s office and alert responsible leaders of upcoming renewals or required action.
- Lead assigned administrative projects, document progress, identify barriers, and follow through to completion within the authority delegated by the CMO.
Communication, Compliance, and Professional Standards
- Communicate professionally and effectively with leadership, providers, staff, patients, partners, and external agencies.
- Protect confidential and sensitive information and comply with HIPAA, organizational privacy policies, and information-security requirements.
- Review forms, reports, meeting materials, and data entries for completeness and accuracy before submission.
- Exercise sound judgment, recognize matters outside the position’s authority, and escalate them promptly to the CMO or appropriate leader.
- Perform other related administrative duties as assigned within the scope of the position.
CORE PERFORMANCE EXPECTATIONS
- Calendars, meeting materials, minutes, and action logs are accurate, timely, and complete.
- Recurring deadlines and renewal dates are tracked with adequate advance notice.
- Provider onboarding and schedule-coordination tasks are completed promptly, with barriers escalated before they disrupt operations.
- Reports and presentations are professionally prepared and supported by validated source information.
- Confidential information is consistently protected, and communication is professional and responsive.
BENEFITS
- Medical insurance plan options
- Dental insurance plan options
- Vision coverage
- Company-paid long-term disability coverage
- Company-paid life and accidental death and dismemberment insurance
- 401(k) plan with employer match
- Paid time off and paid holidays
- Voluntary benefits through Aflac