Administrative Coordinator – Office of the Chief Medical Officer

HealthTech Partners Inc • Maplewood, NJ

6d • Hybrid

About The Position

StationMD is seeking an experienced Administrative Coordinator – Office of the Chief Medical Officer to provide high-level administrative and operational support to the Chief Medical Officer, CMO, of a national telehealth organization serving individuals with intellectual and developmental disabilities, I/DD.

This role serves as a central administrative resource for the Chief Medical Officer and clinical leadership team. The CMO oversees multiple growing clinical service lines and approximately 80 licensed clinical professionals, including physicians, advanced practice providers, psychologists, nurses, and other healthcare professionals.

As the Administrative Coordinator, you will help create structure, improve follow-through, coordinate key clinical administrative workflows, and support communication across the clinical organization. This position will assist with scheduling, meetings, clinician administrative processes, quality activities, policies, communications, contracts, onboarding, and special projects.

The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple priorities in a fast-paced environment. This individual must be able to work independently, maintain strict confidentiality, anticipate administrative needs, and consistently follow requests and projects through to completion.

At StationMD, we are transforming access to healthcare for individuals with intellectual and developmental disabilities, I/DD. Every StationMD clinician is board-certified and specially trained to care for this unique and often underserved population.

Our clinicians deliver compassionate, high-quality telemedicine services 24/7, addressing both urgent and non-urgent medical needs. Through timely, specialized virtual care, we help reduce unnecessary emergency room visits, improve overall health outcomes, and ensure individuals with I/DD receive the thoughtful, expert attention they deserve.aa

In addition to on-demand urgent care, StationMD provides psychiatry and on triage nursing services via telemedicine. Together, this comprehensive suite of services expands access to quality healthcare while significantly lowering avoidable medical costs.

Requirements

• Minimum of 3 years of progressively responsible administrative, executive support, healthcare operations, or project coordination experience required
• Experience supporting senior executives, physician leaders, or healthcare leadership strongly preferred
• Experience working with physicians, advanced practice providers, nurses, psychologists, or other licensed healthcare professionals preferred
• Experience in telehealth, physician practice management, healthcare administration, or clinical operations is a plus
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Zoom
• Comfortable learning payroll, scheduling, HR, quality-management, and other technology platforms
• Ability to work independently and effectively in a remote environment

Nice To Haves

• The successful candidate will be someone who takes ownership of responsibilities rather than simply completing assigned tasks.
• This individual should be able to organize complex workflows, recognize when something is missing, follow up appropriately, and bring unresolved issues to the CMO with sufficient information to support timely decision-making.
• Exceptional organizational and time-management skills
• Excellent attention to detail
• Strong written and verbal communication skills
• Excellent proofreading and document-formatting abilities
• Ability to manage numerous simultaneous projects, deadlines, and requests
• Demonstrated ability to follow projects through to completion
• Ability to anticipate needs and identify potential administrative problems before they become urgent
• Strong judgment regarding when an issue can be handled independently and when it should be escalated to the CMO
• Comfortable communicating and following up with physicians, clinicians, executives, and other senior professionals
• Ability to handle sensitive clinical, personnel, financial, contractual, and business information with discretion and confidentiality
• A proactive, service-oriented approach to supporting leadership and clinical teams

Responsibilities

• Manage and maintain the CMO’s calendar, including internal meetings, external meetings, recurring leadership meetings, and other commitments
• Coordinate meetings involving the CMO, clinical leaders, clinicians, corporate departments, clients, and outside organizations
• Identify scheduling conflicts and proactively assist with prioritization and resolution
• Assist the CMO with management and organization of email communications, including identifying items requiring attention and tracking items requiring follow-up
• Draft, format, edit, and proofread emails, correspondence, reports, policies, presentations, and other documents
• Maintain an organized system for tracking CMO priorities, outstanding requests, deadlines, and follow-up items
• Assist with preparation of PowerPoint presentations and materials for clinical, executive, Board, client, and other meetings
• Provide administrative support for special projects and initiatives led by the CMO
• Schedule and coordinate clinical leadership, departmental, quality, and other recurring meetings
• Prepare and distribute meeting agendas and supporting materials
• Attend designated meetings and prepare accurate meeting minutes
• Track attendance at required clinical and departmental meetings
• Maintain action-item lists, assigned responsibilities, and due dates resulting from meetings
• Follow up with responsible individuals to help ensure assigned tasks are completed
• Maintain organized records of meeting minutes and supporting documentation
• Provide administrative coordination for approximately 80 licensed clinicians across multiple clinical service lines
• Assist with clinician scheduling and administrative coordination across service lines
• Coordinate clinician payroll information, including collection and reconciliation of required information prior to payroll submission
• Assist with tracking clinician PTO, schedule changes, administrative time, and other workforce information as needed
• Maintain current clinician rosters, leadership lists, contact information, and other administrative records
• Assist clinical leadership with identifying outstanding administrative requirements from clinicians
• Coordinate recurring clinician communications and reminders
• Track clinician completion of required meetings, trainings, attestations, and other administrative requirements
• Coordinate preparation and distribution of monthly clinical quality reports
• Maintain quality-reporting calendars and ensure reports are completed and distributed according to established timelines
• Assist clinical leaders with collecting and organizing information required for quality reporting
• Maintain organized records of quality reports and related documentation
• Assist with tracking quality initiatives, action plans, and follow-up activities
• Support the CMO and clinical leadership with preparation of quality data and materials for leadership and committee meetings
• Maintain the organization’s repository of clinical policies, procedures, protocols, and clinical guidelines
• Maintain a master policy and guideline tracker identifying effective dates, review dates, responsible owners, and approval status
• Notify the CMO and appropriate clinical leaders when policies or clinical guidelines are approaching their scheduled review dates
• Coordinate policy and guideline revisions between clinical leadership and appropriate departments
• Assist with formatting, proofreading, version control, approval tracking, and distribution of updated policies and guidelines
• Maintain organized historical records of superseded policies and documents when required
• Coordinate contracts and other documents requiring CMO review or signature
• Maintain a tracking system for documents awaiting review, approval, or signature
• Confirm that required Legal, Compliance, Finance, Human Resources, or other organizational reviews have occurred before presenting documents to the CMO for signature
• Track outstanding contracts and documents through completion
• Maintain appropriate records of executed documents and communicate completion to relevant stakeholders
• Coordinate administrative aspects of new clinician orientation
• Schedule orientation sessions with clinical leaders and appropriate departments
• Prepare and distribute orientation schedules and materials
• Coordinate invitations and attendance for orientation sessions
• Track completion of required orientation activities
• Assist with ensuring new clinicians receive necessary policies, clinical guidelines, contact information, schedules, and other resources
• Work with Human Resources, Credentialing, Clinical Operations, IT, and other departments to help ensure a coordinated onboarding experience
• Assist the CMO in preparing communications to clinicians and clinical leadership
• Proofread communications for clarity, professionalism, grammar, and consistency
• Maintain distribution lists for clinical departments and service lines
• Coordinate distribution of important clinical updates, policies, guidelines, educational materials, and operational announcements
• Maintain an organized archive of important clinical communications

Benefits

• Ability to work in a remote environment
• Opportunity to directly support senior clinical leadership
• Mission-driven organization expanding healthcare access for individuals with intellectual and developmental disabilities
• Meaningful work supporting clinicians who care for an underserved population
• Collaborative environment with clinical, operational, HR, credentialing, compliance, and executive teams
• Opportunity to help improve structure, communication, and follow-through across a growing clinical organization
• Exposure to multiple clinical service lines within a national telehealth company
• Supportive leadership and team-oriented culture

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed