Executive Secretary- CMH Hospital Medical Affairs

• Department: Hospital Medical Affairs - CMH

• Entity: Peoria Service Area

• Job Category: Clerical/Admin

• Employment Type: Full - Time

• Job ID: 42553

• Experience Required: 3 - 5 Years

• Education Required: Not Indicated

• Shift: Day

• Location: Peoria, IL

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

• On Call Requirements: No

• Work Location: Methodist Medical Center

• Weekend Requirements: No

• Holiday Requirements: No

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  Position 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.

  Qualifications:

  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

  We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. 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.

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.