Job Description

Executive Assistant to Chief Medical Officer

Full-Time On-Site

Hiring Range: $27.16 – $33.94 per hour

Benefits at a Glance

· Comprehensive Coverage: Health, Dental & Vision

· Generous PTO: Up to 19 days + 2 mental health days + 10 holidays (pro-rated for part-time)

· Fully Paid YMCA Membership for you and eligible family members

· Company-Paid Life & Disability Insurance

· Student Loan Assistance & Professional Development

· 403(b) Retirement Plan with Company Contributions

· Employee Assistance Program (EAP)

· Pet Insurance

· Free Wellness App (2MorrowHealth)

· Collaborative, Supportive Team Environment

Kitsap Mental Health Services (KMHS) is seeking an Executive Assistant to provide high-level administrative and operational support to the Chief Medical Officer, Medical Systems Director, Nursing Leadership, 24/7 Services Leadership, and the Medical Services Team. This role serves as a key partner in ensuring efficient daily operations through calendar management, coordination of meetings and communications, preparation of reports and documents, and support of departmental initiatives.

Primary Responsibilities:

· Receives, evaluates, and resolves or alerts the Chief Medical Officer to internal and public relations matters affecting KMHS, including those most urgent and sensitive.

· Manage the coverage process for the Medical Providers when they are on leave. Communicate the coverage and scheduling needs to the Medical Assistants and other staff that may be affected.

· Facilitate preparation for meetings with internal groups and various external groups. Schedule participants and conference rooms, provide electronic agendas and handouts, and other necessary materials. Take notes/minutes in meetings with both internal and external groups. This includes Medical Services, 24/7 Services, Clinical Leadership, and various external constituent groups.

· Maintain the highest level of confidentiality in service of supporting the Chief Medical Officer and associated administrative teams.

· Organize and track student and resident interactions with medical services. Design rotations and schedules and coordinate them with the respective programs. Communicate with campus leadership to arrange educational opportunities; assist with troubleshooting when concerns arise.

· Schedule pharmaceutical representatives and assist with sample inventory. Facilitate meetings with Pharmaceutical Representatives to capture signatures and discuss samples and educational tools for the Medical Services team. Organize Educational luncheons and trainings with the Medical Services Team, including the Medical Providers and Medical Assistants.

· Assist the People Experience Team with managing job candidates to present to Medical Services. Coordinate interviews with various leadership and candidates depending on the hiring program. Coordinate travel and lodging arrangements if needed.

· Prepare documents and correspondence from Chief Medical Officer using KMHS policies/procedures knowledge, appropriate letterhead and standard business formats. Assist with preparing internal and external documents and reviewing draft documents and materials before publishing with a tight tolerance for accuracy.

· Provide support and consultation to external and internal relations matters of other administrators and staff with the ability to learn, interpret, explain, and apply knowledge of KMHS services and department organization, as called on and needed.

· Record and track ongoing data points of various types and through various electronic systems, including financial, regulatory and credentialling information.

In addition to the above, any other responsibilities appropriate to the position and not specifically listed in the job description.

Supervisory Responsibilities: None

Minimum Qualifications

EDUCATION: High School Diploma or GED

EXPERIENCE: Minimum 4 years of job-related experience)

Preferred Qualifications:

EDUCATION: Associate’s degree in business, accounting or related field.

EXPERIENCE: Five or more years of job-related experience.

Performance Requirements:

KNOWLEDGE:

1. A strong knowledge of office procedures and forms to answer staff questions and facilitate problem-solving.
2. A strong understanding of privacy importance and a willingness to learn healthcare/HIPAA privacy laws

SKILLS:

• A strong capacity for situational awareness, urgency, prioritization, and understanding and responding to medical team needs
• Skill in establishing and maintaining effective working relationships with other employees, clients, organizations, and the public.
• Superior organizational skills and dedication to completing projects in a timely manner.
• Must be able to think critically and prioritize tasks.
• Must be meticulous in identifying and tying up loose ends.
• Excellent written skills, including spelling, punctuation, and grammar.
• Computer skills – Highly Proficient in Word, Excel, PowerPoint, and other Microsoft Office environments.

ABILITIES:

• Demonstrated ability to work in stressful situations (i.e., clients in crisis, numerous telephone calls).
• Demonstrated ability to work independently and as a team member.
• Adaptability - able to adjust approach to meet changing demands and situations including dealing with diverse people.
• The ability to operate a personal computer, fax machine, printer, and copier proficiently.

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Work Environment: Office.

Mental/Physical Requirements: While performing the essential functions of the job, the employee is required to:

• Sit, stand, and walk for extended periods.
• Lift, carry, push, and pull:
• Use hands and arms for reaching, handling, and manipulation, including reaching above shoulder level.
• Have visual acuity and peripheral vision sufficient to read written materials and observe surroundings.
• Have hearing sufficient to communicate effectively

Our recruitment processes are designed to prevent discrimination against our people regardless of gender identity or orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any aspect which makes someone unique.