Under the direction of the Medical Staff Services Supervisor, this position provides a wide range of administrative support for the routine operations of the Medical Staff Services department. Interpersonal and communications skills are essential for interaction with all levels of staff within CVMC, as well as the University of Vermont Medical Center and the University of Vermont Health Network. Performs all assignments with a high level of professionalism, organizational skills, accuracy and confidentiality regarding provider and healthcare information.
To provide high-level administrative support to the Medical Staff Office as assigned. Use independent decision-making in providing administrative services in a coordinated and timely manner.
Prepare, assemble and distribute notices, agendas, meeting minutes, materials, and reminders, and, follows up as necessary. Ensures that all meeting preparation is in place such as conference room set-ups, video-teleconferencing, conference calls and catering as requested.
Screen, determine urgency, and process or direct a variety of inquiries received by phone, email, mail, or in person. Provide general information to the medical staff, the Medical Staff Services Supervisor, Physician Onboarding Team and Office Managers as appropriate.
Process forms for student (medical, nurse practitioner, physician assistant, and at CVMC in accordance with established policy and procedures. Obtain CMO approval,signatures and email announcement of approved rotations.
Accurately maintains a variety of databases and generates reports as assigned.
Process requests for affiliation verification.
Collect application fees and annual dues following established policy and procedures.
Obtain monthly summaries from Medical Staff Committees for presentation to MSEC.
Organize and maintain physician files following confidentiality guidelines and perform varied clerical/secretarial support functions.
Assists with collection of data and report preparation for Ongoing and Focused Professional Practice Evaluations.
Support the Continuing Medical Education program.
Assist with onboarding of new medical or associate staff providers.
Assist in special projects that require researching and compiling of data. Such projects may include statistical reporting, spreadsheets and graphs.
Responsible for accurate input to produce confidential communications and documents.
Provides support to the Medical Staff Services Supervisor in preparation for and during regulatory and accreditation surveys.
Performs general clerical duties such as distribution of mail, placing various supply orders/requisitions, coordinating office equipment and maintenance, and maintains centralized filing system ensuring prompt access to records.
Utilizes professional interpersonal and communication skills that creates an environment of trust while maintaining strict confidentiality when working with physicians, and hospital personnel, and others regarding need-to-know information.
Perform all other duties as assigned or requested.
Associate’s Degree in secretarial arts or high school degree with equivalent experience supporting an executive level leadership team.
Word processing and associated computer skills (e-mail, presentation/database/spreadsheet software). Must possess a discreet, professional demeanor. Must be able to handle confidential material or information in a sensitive manner. Must be a self-starter, with the ability to handle a multitude of conflicting priorities and projects calmly and efficiently. The ability to work well independently and as part of a team to ensure the smooth coordination of all support functions in the Medical Staff Office.
Minimum two years’ experience in a similar or related position preferred. Ability to prioritize, be highly organized and self-start on regularly scheduled operations. Detail oriented, with ability to complete projects timely as assigned. Able to research information and collaborate with others. Knowledge of and experience in writing and editing.
Internal Number: 6813
About Central Vermont Medical Center
Central Vermont Medical Center is the primary health care provider for 66,000 people who live and work in the 26 communities of central Vermont. We provide 24-hour emergency care, with a full spectrum of inpatient (licensed for 122 beds) and outpatient services. Our professional staff includes over 200 physicians and 70 advanced practice providers representing 25 medical specialties.
Care is not only provided at the hospital, but also at CVMC’s 23 community-based medical group clinics and local physician practices, including two ExpressCare facilities that are open 7 days a week, and at CVMC's Woodridge Rehabilitation and Nursing, a 153-bed long-term and short-term facility.
We employ over 1,700 full and part-time employees (employment opportunities may be checked here). We also depend on hundreds of volunteers and financial contributors who help carry out our mission. Click here to see how you can help.
Central Vermont Medical Center is a participant in OneCareVermont, a state-wide accountable care organization (ACO). For more information about OneCareVermont, visit their website at www.onecarevt.org.