Job Description

Position Summary:

The Medical Affairs Coordinator provides administrative and operational support to the Chief Medical Officer, the Medical Leadership Team, and the VP of Clinical Operations. This role is responsible for coordinating day to day administrative functions, supporting communication and documentation processes, and assisting across clinical, operational, and administrative areas. The position requires strong organizational skills, attention to detail, and the ability to manage confidential information with discretion while contributing to the infrastructure that supports high quality, patient centered care across the organization.

RESPONSIBILITIES:

1. Serves as a primary administrative point of contact supporting the CMO and VP of Clinical Operations

2. Develop and maintain systems for tracking departmental initiatives, compliance requirements and performance metrics for staff under the CMO.

3. Support credentialing and recredentialing activities with the Credentialing and Human Resources department.

4. Assist with cross-functional projects that advance clinical quality, operational efficiency, and patient experience by developing project plans, managing timelines, and ensuring accountability across teams.

5. Coordinates meeting logistics and calendar administration for the Interim CMO and VP of Clinical Operations, including scheduling appointments and meetings, securing meeting space or virtual platforms, distributing materials in advance, managing attendance, and ensuring all necessary resources are in place for effective operations.

6. Prepares and edits internal and external correspondence, reports, drafts, memos, and emails; develops meeting agendas and records detailed meeting minutes.

7. Coordinates new providers orientation including new providers, coats and stamp distribution.

8. Resolve administrative problems and inquiries regarding medical operations.

9. Prepares biweekly timecards for medical staff under CMO supervision for submission to the Payroll Department

10. Monitors clinical supplies and manages all requests for new supplies when necessary.

11. Partner with clinical leadership and operational teams to support the onboarding of new clinicians across all service lines, ensuring alignment with organizational standards, policies, and best practices.

12. Monitors administrative compliance regarding all medical policies and procedures to ensure that the medical staff operates according to the organization's regulations and guidelines

13. Establish good working relationships with staff within the division, other departments, executive team, medical staff, and external contacts.

14. Other tasks, duties, and responsibilities as assigned.

MINIMUM QUALIFICATIONS:

• Bachelor's Degree preferred.
• 5-7 years of previous experience in administrative support in a health care setting.
• Previous experience supporting senior executives preferred.
• Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.
• Ability to manage sensitive and confidential information with discretion.
• Knowledge of standard office equipment.
• Knowledge of principles and practices of basic office management.

Equal Opportunity Employer

Joseph P. Addabbo Family Health Center is an Equal Opportunity Employer. We value diversity and do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.

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