EDUCATION:

• High School Diploma or equivalent required.

EXPERIENCE:

• Minimum of five (5) years of experience in an administrative support role required.
• In-depth knowledge of working in a medically related position preferred.

SPECIAL KNOWLEDGE, SKILLS, & ABILITIES:

• Must be prompt and timely; daily presence between the hours of 8:00 am and 5:00 pm on the Salem Health Campus is required.
• Must be willing and able to flex schedule and be physically present for ad hoc meetings that may be scheduled in the early morning or late afternoon/evening.
• Must be friendly, outgoing, and receptive to office visitors, quickly switching gears from performing desk-based tasks to going above and beyond to make guests of the office feel welcome, wanted and important.
• Proficient in Microsoft Office Suite; must have strong Excel and PowerPoint experience and skills.
• Maintains consistency and accuracy under pressure; attention to detail.
• Must have the ability to hold in confidence any information regarding patients, personnel, or any other matters which are confidential in nature.
• Must have strong interpersonal and customer service skills.
• Ability to handle multiple priorities and concerns easily while working in a busy, multidisciplinary setting.
• Consistently organized, excellent follow through, prioritization and track record for meeting deadlines.
• Requires self-direction and the ability to exercise judgment in prioritization, accuracy, and promptness in completion of projects.
• Uses interpersonal skills which convey a positive and supportive attitude (e.g., active listening, good communication, telephone etiquette).
• Manages dependability with sound judgment in consideration of providing excellence in patient care and teamwork.
• Demonstrates self-motivation and acts on opportunities for professional self-improvement (e.g., solves problems independently, accepts extra assignments).
• Routinely goes out of the way to assist and be respectful of others (i.e., patients, visitors, employees, Medical Staff).
• Uses downtime at work appropriately (e.g., participates in professional enhancement activities; assists in special projects and in maintaining department).
• Supports and initiates changes, innovations and improvements in the workplace.
  Salem Health Hospitals and Clinics is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, genetic information, or any other status or condition protected by law.
  Salem Health Hospitals and Clinics is committed to providing access, equal opportunity and reasonable accommodation for applicants. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact my.recruiter@salemhealth.org

This position is 100% onsite at the Salem Health campus, with typical working hours from 8:00 am to 5:00 pm Monday through Friday to include occasional flexing for early morning and late afternoon/evening meetings. There is NOT a remote work option for this position.
Salem Health is seeking a self-motived, congenial, customer-service oriented individual with high attention to detail to join our team as Executive Assistant to the Chief Medical Officer, Vice President of Medical Affairs, Director of Medical Staff Services, and Medical Staff Services Manager.
This position serves as the face of the Medical Staff Office (MSO), where providers and stakeholders are encouraged to visit with questions or to get to know the team. This requires constant presence during working hours, making this a fully onsite, in-person position with no ability to negotiate remote work. Previous experience in a reception-related role is preferable.
Successful candidates will exhibit strength using Microsoft Office, specifically Excel and PowerPoint, and will have above-average writing and note-taking skills.

The Executive Assistant’s responsibilities include:

• Coordinates daily activities for the Chief Medical Officer, VP of Medical Affairs, Director of Medical Staff Services, Medical Staff Services Manager, and others at the direction of the executive 1-up leaders.
• Schedules and reschedules appointments.
• Balances the daily meeting load, invites attendees, posts agenda and other related meeting documents.
• Arranges meetings, manages the agenda, takes, transcribes and distributes meeting minutes.
• Supports the Peer Support Program. This includes but is not limited to arranging meetings, managing agendas, tracking data and coordinating call schedules.
• Composes and/or drafts a variety of documents, spreadsheets, presentations, organization charts and general correspondence.
• Prepares personnel reports in connection with hiring, recruiting and performance evaluations.
• Coordinates travel for the Chief Medical Officer and Vice President of Medical Affairs. Prepares travel reimbursement requests and prepares and submits credit card statements.
• Works collaboratively and cooperatively with other support staff as shared responsibilities arise.
• Provides administrative support for special projects, four-step problem solving, tests of change and other management methods, including tracking of results, as needed.
• Coordinates logistics for various meetings, which may involve physicians. This includes but is not limited to room scheduling, inviting attendees, posting agenda and other related meeting documents.
• Serves as the main point of contact in front office reception for the Medical Staff Office.
• Provides administrative support to the Medical Staff Service Manager and Director.
• Preps Section Meeting Agendas.
• Organizes and maintains Medical Staff files.
• Coordinates New Practitioner Orientation.
• Manages supply orders for the Medical Staff Office.
• Manages timely execution of department invoicing which includes but is not limited to processing leadership compensation and the medical staff dues process.
• Takes effective meeting notes/minutes and utilizes resources to clarify information outside scope of understanding, such that completed notes are intuitive and immediately useful to executives and stakeholders.