Admin Assistant III - Medical Staff Office and Provider Recruitment

Department: MEDICAL DIRS OFFICE - MVHS

Job Summary

Under the general supervision of the Director of Provider Recruitment and Medical Staff Office, the Administrative Assistant III will provide support to the medical staff office and provider recrutiment teams. Responsibilities include preparing and distributing meeting minutes; processing medical staff dues, deposits, expense reports, and invoices; coordinating provider onboarding; and maintaining current call schedules. The role requires strong organization, attention to detail, discretion, and effective communication with providers and staff.

Core Job Responsibilities

Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
Record, prepare, and distribute minutes
Maintain calendar(s)
Assist employees with onboarding, training, and answer operational questions within the scope of duties
Assist with the processing of payroll, personnel action, and other human resource related forms. Ensure accurate data entry of staff related data and regulatory requirements
Perform data entry and generate reports
Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
Maintain travel records
Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
Process and track documents such as invoices, payments and requisitions. Follow up on payments. Reallocate purchases when necessary
Answer phones and screen calls. Provide information independently and respond to complex questions
Greet visitors; ascertain their needs and provide information
Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
Order and maintain office and other department supplies
Answer e-mails and respond to routine correspondence
May supervise assigned staff
Perform other duties as required.

Education/Experience Requirements

REQUIRED:

HS Diploma or equivalent
5-7 years of related experience
Proficient in Microsoft Office products and software

PREFERRED:

Specialized secretarial training

Licensure/Certification Requirements

Disclaimer

Qualified applicants will receive consideration for employment without regard to their age, race, religion, national origin, ethnicity, age, gender (including pregnancy, childbirth, et al), sexual orientation, gender identity or expression, protected veteran status, or disability.

Successful candidates might be required to undergo a background verification with an external vendor.

Job Details

Req Id 99291
Department MEDICAL DIRS OFFICE - MVHS
Shift Days
Shift Hours Worked 8.50
FTE 1
Work Schedule HRLY NON-UNION
Employee Status A1 - Full-Time
Union Non-Union
Pay Range $22.69 - $34.43 - Per Hour