Executive Assistant to the Medical Director of Crisis Continuum

Job Summary

The responsibility of the Executive Administrative Assistant is to provide administrative support to the Medical Director and other staff, ensuring efficient and professional operations within the Office of the Medical Director.

About the Role

Provides administrative support to the Medical Director and other staff as necessary. Performs routine office tasks necessary for the efficient operation and professional operation of the Office of the Medical Director. Creates an organization process to sustain efficient daily operations. Communicates appropriately with the highest levels of tact and discretion when addressing sensitive issues. Represents the Office of the Medical Director and serves as liaison to outside individuals, professional groups, and administrators to interpret administrative procedures and policies and to disseminate information on department activities.

Responsibilities

• Provide administrative support to the Medical Director and other staff as necessary.
• Create an organization process to sustain efficient daily operations.
• Process and organize a high volume of highly sensitive and confidential internal and external communication, which includes mail, email, and voicemail; Identify priority communications, immediately alerting team lead, as necessary.
• Communicate appropriately with the highest levels of tact and discretion when addressing sensitive issues.
• Conduct, monitor, and coordinate special projects as assigned.
• Prepare a wide array of statistical and complex administrative reports, summaries and questionnaires regarding project status and other department activities.
• Drafts routine and ad-hoc reports as necessary from the EHR system.
• Answers telephones and manages incoming calls appropriately, professionally, and efficiently.
• Processes and organizes a high volume of internal and external communication, which includes mail, email, and voicemail; identifies priority communications, immediately alerting team lead, as necessary.
• Manage Medical Director’s email account which may include drafting responses on the leader's behalf, clearing out unnecessary messages and distributing them to other Team Members, as necessary.
• Covers for the CEO and Board of Directors, as necessary.
• Coordinates logistics and prepares agendas and materials for in-person and virtual meetings, and events.
• Schedules and manages calendar appointments.
• Prioritizes meeting requests, working proactively to identify and mitigate scheduling conflicts.
• Makes business travel arrangements, including the creation of itineraries, air, and hotel accommodations.
• Orders, maintains, and organizes office supplies as necessary for efficient operation of the Office of the Medical Director.
• Completes monthly credit card reconciliation for the corporate cards and facilitates expense approvals from leadership, as necessary.
• Collects and reviews team invoices for submission to accounts payable.
• Drafts and edits complex and confidential correspondence, communications, reports, presentations, and other documents.
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
• Maintains the overall office presence in a neat and orderly fashion.
• Supports and backs up other administrative staff, as needed.
• Participates in continuing education to improve knowledge, skills, and job performance.
• Performs additional tasks as needed to support daily efficiency, gift pickup, meal coordination, etc.

Qualifications

• Bachelor’s degree in relevant subject, minimum of five (5) years’ experience providing Executive-level administrative support, or equivalent combination of education and experience.
• Previous experience in healthcare setting.
• Evidence of experience handling sensitive and confidential information.

Skills

• Demonstrates high level of interpersonal skills both in direct personal interactions and on the telephone.
• Demonstrates ability to work independently in the field, while also functioning as a member of a larger team.
• Demonstrates high level of oral and written communication skills.
• Demonstrated effective computer skills.
• Demonstrated planning and prioritization skills with the ability to manage multiple priorities.
• Demonstrated understanding of Health Insurance Portability and Accountability (HIPAA) requirements.
• Presents a professional degree of communication skills in person, on phone, by e-mail and letter.
• Evidence of ability to handle variety of situations or issues using discretion and judgment.
• Demonstrated high level of research, analytical and problem-solving skills.
• Evidence of computer proficiency with demonstrated intermediate to advanced skills in Microsoft Word, Excel, PowerPoint.
• Demonstrated initiative and willingness to take on additional challenges.

Additional Information

Must have available means of transportation to and from OCHN and for required offsite meetings or site visits. Must be available for meetings and events which may occur outside of standard office hours. Work performed primarily in an office environment. Must be available to be in person five days a week at the Resource and Crisis Center in Pontiac, MI. Hybrid available at the discretion of the medical director. The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation. OCHN is committed to building a diverse team and fostering an inclusive and equitable culture. We are proud to be an equal opportunity employer that embraces and encourages our employees' differences. This includes (but is not limited to) ability, age, color, family type, gender expression and identity, individual expression, medical conditions, national origin, pregnancy, race, religion, sexual orientation, veteran status, and all other diverse and wonderful characteristics.