Administrative Services Coordinator/Executive Assistant

Job Title: Administrative Services Coordinator

Location: Green Valley, CA, 94534

Duration: 3-4 Months

Job Type: Contract

Work Type: Onsite

Shift: 8.00AM-4.30PM

Pay rate: $35-35/hr. W2

Overview:

TekWissen is a global workforce management provider headquartered in Ann Arbor, Michigan that offers strategic talent solutions to our clients world-wide. This client is a locally based, nonprofit healthcare organization. Their health system includes two hospitals, a 100-provider primary and specialty care medical group, a cancer center; and a new medical fitness center.

JOB SUMMARY:

The Administrative Services Coordinator is integral in advancing division-wide operations, communication, and engagement.

The position requires exceptional initiative, critical thinking, organizational skills, and professional

The Administrative Services Coordinator is a vital representative of the Administration, providing high-level executive and administrative support to the Ambulatory Division at the client.

This dynamic role supports the Senior Vice President and Chief Ambulatory Operations Officer, Senior Vice President of the Medical Foundation, Vice President of Ancillary Services, Chief Medical Information Officer (CMIO), Primary Care Medical Director, and other ambulatory leadership as needed.

In addition to a wide range of administrative and operational responsibilities, this role oversees all regulatory CLIA licensing and renewals for ambulatory clinics, ensuring compliance with the California Department of Public Health (CDPH), the Centers for Medicare & Medicaid Services (CMS), and other regulatory agencies.

The Administrative Services Coordinator is essential for enhancing division-wide operations, communication, and engagement.

This position requires exceptional initiative, critical thinking, organizational skills, and professional communication while working both independently and collaboratively in a fast-paced environment.

PRIMARY JOB DUTIES

Provides executive-level support to ambulatory leadership, including senior vice presidents (SVPs), vice presidents (VPs), the Chief Medical Information Officer (CMIO), physician leaders, and others as requested.

Coordinates and distributes reports, correspondence, regulatory documents, and policy and procedure updates as needed.

Maintains and updates safety protocols, policy manuals, and standard operating procedures.

Assists with operations and regulatory initiatives to support compliance in ambulatory practices.

Oversees the applications and renewals for regulatory CLIA licenses for all ambulatory clinics, coordinating with the California Department of Public Health (CDPH), the Centers for Medicare & Medicaid Services (CMS), and other agencies to ensure timely and accurate submissions.

Coordinates meetings and calendars, including managing committee rosters, meeting logistics, catering arrangements, and the preparation of presentations.

Maintains strict confidentiality in all aspects of the role.

Plans and executes provider meetings such as Network Operations Councils (NOC), CPC Leadership, quarterly physician leadership dinners and CMEs, including agenda development and follow-up after meetings.

Supports marketing with the development of quarterly newsletter / communication platform highlighting operational updates within including new physicians, APPs and administrative leaders.

Supports Primary Care Medical Director with the publication of the on-call schedule and submits initial calendar to appropriate physician and administrative leaders.

Maintains the directory of ambulatory physicians and staff.

Supports the planning of division-wide events, such as employee engagement activities, appreciation events, and annual Doctor’s Day celebrations.

Represents ambulatory leadership at selected meetings, committees, or community events as needed.

Supports and executes special projects and division priorities as assigned.

Performs other duties as necessary to support ambulatory operations and leadership.

JOB SPECIFICATIONS

Education: Courses in business English, typing, transcribing and knowledge of data analysis. Associates required.

Licensure/Certification: Notary Public Commission or completion of requirements within six months of hire.

Experience: Minimum of five years in executive assistant or secretary position with continually increased responsibility. Coordination of high-level projects preferred

Skills: Demonstrates effective problem solving, critical thinking, decision-making and conflict resolution skills. Types 60 wpm; may take shorthand and/or speed writing and transcription skills; mastery of MS Office, Excel, Power Point. Excellent written and verbal communication skills.

Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at the client. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence.

Standards of Performance: Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.

Physical Effort: Attendance is an essential function of the job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may participate in the following activities: Primarily sedentary

35%

Provides support to the leaders in the Ambulatory division and medical foundation.

Completes and distributes projects within the assigned deadline. Finished copy is neat and professional in appearance.

Uses personal judgment to set priorities for all assignments and projects to be completed within required timeframes.

Composes correspondence on own initiative and as requested.

Answers and screens telephone calls promptly, courteously, and professionally.

Maintains calendars, posting standing meetings at least one month in advance and updating calendar daily.

Schedules meetings as requested, using good judgment pertaining to timeframes required. Notifies all parties of date, time, location and changes well in advance.

Makes and distributes photocopies within 1 to 2 days, following committee or board meetings.

Prepares work orders, check requests, travel expense vouchers, purchase requests and other forms within 2 days of request.

Makes travel arrangements, ensuring that all arrangements are complete and confirmed with the travel agency.

Files correspondence to ensure that documents are easily retrievable.

Attends meetings as requested by and records and accurately transcribes minutes.

Monitors agreement tickler and notifies leaders at least one month in advance of agreement's expiration.

Timecard Administrator for Ambulatory Administrative Services and completes necessary documentation within Payroll's deadlines.

Evaluation Criteria: Supervisory Observation with Examples

35%

Oversees all activities related to the Ambulatory Safety, Policy and Procedure Manuals.

Ensures that current policies are maintained appropriately.

Coordinates review of all policies on an annual or every three years as appropriate.

Notifies person responsible for policy review and tracks that the policy is reviewed/revised and distributed in a timely manner.

Ensures that all new policies are formatted properly and sent to the appropriate Senior Manager, for signatures.

Distributes all new or revised policies to ambulatory departments and updates the master manual.

Evaluation Criteria: Supervisory Observation with Examples

5%

Provides support to client Ambulatory Administration

Develops systems and procedures for office organization.

Oversight of coordination of support of the executive suite.

Evaluation Criteria: Supervisory Observation with Examples

5%

Completes special projects as requested.

Evaluation Criteria: Supervisory Observation with Examples

TekWissen® Group is an equal opportunity employer supporting workforce diversity.