Medical Support Assistant - San Jose, United States - Indian Health Center of Santa Clara Valley

Description

Job Description

Job Description: Medical Support Assistant to Director of Clinical Services
Reports to: Director of Clinical Services
Status: Non-Exempt, full-time

Position Summary: The Medical Support Assistant provides administrative support to the Director of Clinical Services. This entry level position provides support to the Director of Clinical Services and Medical Department by providing administrative work, meeting coordination and project management. The person in this role must maintain a professional appearance, decorum, and confidentiality always. This position will be a key support for the Medical department overseen by the Director of Clinical Services. Will assist with compiling quality metrics and facilitate the preparation for site visits and audits.

Duties & Responsibilities:

• Organize office workspace and materials.
• Maintain office calendar to coordinate workflow.
• Maintain confidentiality in all aspects of patient, staff, and agency information.
• Generate and format reports and other documents using a full range of computer software skills, including spreadsheets, word processing, and presentation software.
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing, and filing.
• Help organize meetings, and trainings, and order lunches
• Responsible for day-to-day administrative functions of a routine nature to complex special projects that require the ability to organize and communicate information related to applicable subject areas, including management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
• Provides support to include handling walk-ups, phone interactions, maintaining calendars, travel arrangements, screening, analyzing, and responding to incoming correspondence, and handling day-to-day problems and situations.
• Provides administrative support to Clinic Managers such as meeting coordination, letters, memos, and other correspondence.
• Prepare meeting agendas and attend department meetings as requested in order to record minutes. Compile, transcribe, and distribute meeting minutes.
• Perform duties as assigned by supervisor, including heavy calendar management, project management, and support to the Medical Department Directors.
• Assist and facilitate the timely collection of documents as required in cooperation with staff to ensure no disruption of staff's ability to perform duties.
• Assist and coordinate the Director of Clinical Services with assuring that Medical department tasks are completed in a timely manner such that all deadlines are anticipated, planned, and met.
• This position requires strong attention to detail, excellent customer service and interpersonal skills, tact, and discretion in dealing with sensitive, privileged, and confidential information.
• Researches, prioritizes, and follows up on multiple incoming issues and concerns addressed to the Director of Clinical Services as assigned, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response and communicates with Clinic Management Teams.

Secondary Responsibilities

• Manages and oversees all day-to-day administrative activities as assigned
• Manages a variety of special projects as assigned, some of which may have an institutional impact
• Participates in meetings and professional organizations to document
• Attend workshops, training, and meetings as needed, and as requested
• Open, sort, and distribute incoming correspondence, including faxes and mail.
• Receive incoming packaging and send outgoing packages
• Greet and Direct Visitors, ensure they sign in, and notify the person they are meeting
• Answer and direct incoming phone calls
• Assist with setting up conference rooms for client/partner meetings
• Order Central Office Supplies and keep copy rooms aligned/well-organized
• Maintain Break room in order and order supplies as needed
• Perform other duties as assigned by the Director of Clinical Services

Required Education, Experience, Training

• High School Diploma or equivalent GED preferred
• Previous relevant experience in a similar role of experience as an administrative/assistant in a lead role or reporting directly to a Director or Officer, clinical setting preferred
• Experience with external communication and contacting and working with the business community
• Experience maintaining the highest level of discretion and confidentiality

Proficient in Microsoft Word, Excel, PowerPoint, Business Objects, Visio, and the Internet