Job Description

Cottage Hospital is seeking a highly organized, detail-oriented Administrative Assistant to provide high-level administrative support to the Chief Nursing Officer (CNO) and Senior Director of Outpatient & Ancillary Services.

This position serves as an important liaison between Administration, staff, Medical Staff, the Board of Trustees, the public, and external agencies. In addition to executive-level administrative support, the Administrative Assistant plays an important role in Medical Staff credentialing and recredentialing, regulatory compliance, governance documentation, and process improvement

The ideal candidate is a self-motivated professional who can manage competing priorities, maintain strict confidentiality, work independently, and build effective relationships across the organization.

Key Responsibilities

Administrative & Leadership Support

• Provide administrative support to the CNO and Senior Director of Outpatient & Ancillary Services.
• Manage calendars, coordinate scheduling changes, and make travel arrangements as requested.
• Prepare for meetings and record meeting minutes as directed.
• Coordinate office supplies, meeting needs, and other administrative resources.
• Provide coverage for the Executive Assistant to the CEO and CFO as needed.
• Maintain strict confidentiality and represent hospital leadership professionally and courteously.
• Serve as a liaison between Administration, employees, Medical Staff, the Board of Trustees, the public, and external agencies.

Medical Staff Credentialing & Compliance

• Coordinate credentialing and recredentialing for Medical Staff and other privileged providers in accordance with regulatory requirements, accreditation standards, hospital policies, procedures, and Bylaws.
• Review applications and primary-source verifications and oversee applicable credentialing processes.
• Obtain and evaluate credentialing and recredentialing information, identify potential discrepancies or adverse information, and conduct appropriate follow-up with hospital and Medical Staff leadership.
• Monitor expiring provider documentation and complete appropriate verification to maintain compliance.
• Maintain the credentialing database and ensure provider information remains accurate, current, and available to appropriate stakeholders.
• Respond to external verification requests, references, and inquiries regarding provider status in accordance with applicable policies, Bylaws, accreditation standards, and regulatory requirements.

Medical Staff Governance

• Collaborate with Medical Staff leaders to develop and maintain a facility-specific, criteria-based clinical privileging system.
• Assist in writing, developing, implementing, and maintaining Medical Staff Bylaws, policies, and procedures under the supervision of the CNO and Medical Staff President.
• Conduct ongoing reviews of governance documents to support compliance with regulatory and accreditation standards.

Projects, Collaboration & Process Improvement

• Develop collaborative relationships with leaders, employees, Medical Staff, and internal and external stakeholders.
• Organize work, establish priorities, and develop short- and long-term goals and strategies.
• Complete projects and process-improvement initiatives assigned by the CNO and Senior Director of Outpatient & Ancillary Services.
• Organize and analyze information to identify trends, problems, underlying issues, and opportunities for improvement.
• Collaborate with teams on orientation, education, and training activities that support ongoing staff competency.
• Identify, monitor, and help manage potential organizational risks.
• Maintain a working understanding of functions including risk management, finance, human resources, clinical competence evaluation, legal, information technology, and performance improvement.

Qualifications

Education

• Associate degree or equivalent work experience.
• CPCS or CPMSM certification preferred.

Experience

• Two to five years of experience in a high-level Administrative Assistant position.
• Professional demeanor with strong organizational and computer skills.

Work Environment & Physical Demands

This position works primarily in a general office environment, with much of the workday spent sitting and working at a computer.

Join Cottage Hospital

This is an excellent opportunity for an administrative professional who enjoys variety, values accuracy and confidentiality, and wants to play an important role supporting hospital leadership and Medical Staff operations.

At Cottage Hospital, your work helps support the teams who care for our community every day.

Cottage Hospital — where you can learn, grow, and give back.