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The Coordinator role is responsible for providing administrative/clerical support to assist the Assistant Vice President, and/or Senior Vice President to successfully carry out the duties and responsibilities of the position and to ensure the smooth and efficient management of the executives schedule and professional obligations. This position is also responsible for assuring that all assigned projects are coordinated and completed according to plan.
Core Responsibilities and
Provide Administrative support to physicians, Assistant Vice President and Executive Vice President for WCP operations * Manage calendars, coordinate meetings, send out reminders, and keep board/ committee physicians and WCP executives on schedule and prepared for upcoming meetings and events * Efficiently manage, organize, plan, schedule, coordinate and maintain information. * Consolidate information and reports from various WHS sources, and generate summaries of WCP performance against metrics, enrollment goals, shared savings, compliance requirements, or other goals. * Support formal meetings of the WCP board (monthly) and bi-monthly meetings for 4 subcommittees * Prepare arrangements for all WCP meetings scheduled by physicians and WCP executives, including notifying attendees, reserving rooms, arranging food and refreshments, organizing audio/visual equipment equipment, and preparing/distributing agendas and supporting documentation. * Maintain WCP binders for board members, update monthly, and distribute at board meetings. * Prepare and develop presentations and miscellaneous meeting materials. * Prepare formal minutes of meetings of WCP board of managers and subcommittees, * As directed, prepare minutes of meetings of management or project groups reponsible for launch and implementation of Clinical Integration strategy.
Project Coordinator * Responsible for assuring that all assigned projects are coordinated and completed according to plan. This includes the overall approach, goal, structure and resolution of project activities. Projects will be assigned by the AVP or VP of WCP. * Assist with development, rollout, and maintenance of sequential phases of Clinical Integration initiative. * Manage ongoing changes to a significant volume of formal documentation; ensure changes are coordinated, tracked, and distributed to the board members and executive leadership. * Coordinate video shoots, brochure updates, and banners. * Manage the WCP telephone support line.
Be the the central resource for physicians and offices that need to discuss membership requirements, or request enrollment help, sign-up assistance, troubleshooting help, or training. Coordinate and track responses to telephone requests. * Provide project updates as needed to AVP. * Coordinate meetings, time line and other activities need to meet project goals * Document project progress and identifies potential barriers to completion * Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly within others within WCP to complete projects * Support other WCP leaders as indicated in administrative and project duties.
Coordination, Organization and Multi-Tasking * Prepare arrangements for WCP forums, training, MEC, or practice meetings, including notifying attendees, reserving rooms, requesting refreshments, audio/visual equipment set up and preparing/distributing agendas and supporting documentation. * Take minutes as directed for general operational meetings, using discretion and expertise to ensure only pertinent information is included in the final minutes while always maintaining confidentially.
Arranges appropriate follow-up actions. * Attend meetings after normal working hours as needed by WCP programs. * Other administrative/clerical support duties as needed. Liaison * Liaison between physicians, WCP/WHS executives, leadership teams, board members, visitors and employees in communicating messages, scheduling meetings and disseminating information, while maintaining good public relations in assisting those who contact the WCP office. * Receive and screen telephone calls from physicians, board members, or employees. * Provide a critical communications interface for physicians who are enrolled or considering enrollment in WCP.
Facilitate physician satisfaction and help them deal with the challenges of implementing new metrics and procedures and complying with Clinical Integration regulatory requirements. Performs other duties as assigned Complies with all Wellstar Health System policies, standards of work, and code of conduct. Required Minimum
Bachelors Business Administration/Management-Preferred or Bachelors Other / Related Field-Preferred Required Minimum License(s) and Certification(s): All certifications are required upon hire unless otherwise stated. Additional License(s) and Certification(s): Required Minimum
5 yrs as an executive assistant Required or 7+ years of administrative equivalent work experience with varied Required and progressively responsible duties that include project coordination in a large company, healthcare system, or large physican practice. Required Required Minimum
Advanced computer skills in Microsoft Word and advanced to intermediate skills in Excel, PowerPoint etc. Excellent organizational skills. Excellent communication skills, both written and verbal.
Excellent calendar management skills, including complex executive meetings. Experience preparing executive schedules, correspondence, presentations, reports etc., including understanding of financial reports and statements. Ability to plan and coordinate multiple projects.
Ability provide the primary telephone support for WCP providers. Ability to effectively interact with all levels of healthcare providers, including physicians and senior executives. Join us and discover the support to do more meaningful work—and enjoy a more rewarding life.
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