Administrative Specialist

Heart & Vascular Partners•Colorado Springs, CO

6h•Onsite

About The Position

The Administrative Specialist is responsible for managing administrative needs for the clinic and supporting all credentialing needs. This role involves a wide range of duties including providing administrative support to medical executives, coordinating meetings and events, managing office operations, supporting staff management, handling accounting tasks, ensuring adherence to policies, and managing provider credentials.

Requirements

Ability to manage administrative needs for the clinic.
Ability to support all credentialing needs.
Ability to provide administrative support to medical executives, including calendar management, travel arrangements, and report preparation.
Ability to organize and schedule meetings, events, and appointments.
Ability to handle incoming calls, emails, and other communications, responding appropriately and ensuring clear communication.
Ability to prepare and edit correspondence, communications, presentations, and other documents.
Ability to organize and maintain electronic and physical files, ensuring accuracy and confidentiality.
Ability to prepare reports, presentations, and other documents as needed.
Ability to process incoming and outgoing mail.
Ability to plan and execute events, including organizing executive-level meetings.
Ability to assemble materials for meetings, including agendas and presentations.
Ability to take minutes of meetings and distribute them as needed.
Ability to facilitate communication between patients, visitors, and medical staff.
Ability to maintain inventory of medical supplies.
Ability to review and coordinate candidate interviews with Management.
Ability to prepare paperwork for hires and terminations.
Ability to conduct orientation of new staff members.
Ability to identify and organize training programs for staff.
Ability to motivate and mentor staff through employee engagement efforts.
Ability to keep staff attendance reports.
Ability to maintain employee personal files.
Ability to manage petty cash.
Ability to handle bank deposits.
Ability to upload billing correspondence to the Revenue Cycle Management team.
Ability to communicate changes in policies and procedures.
Ability to ensure adherence to policies and procedures by staff members.
Ability to intercept customer inquiries and complaints for leadership follow-up.
Ability to verify and evaluate provider credentials to ensure compliance with regulatory agency requirements.
Ability to manage the credentialing and recredentialing processes of all healthcare providers.
Ability to ensure all provider credentials remain in compliance with applicable federal and state laws.
Ability to sort documents and records.
Ability to answer phones and take messages.
Ability to schedule appointments for an executive.
Ability to plan and maintain Provider and Management calendar and recurring tasks, arrange appointments, organize and set agendas and action points for meetings.
Ability to act as 'follow-up Manager' across the Board and Senior Leadership Team to ensure that a wide range of agreed actions are being executed.
Ability to maintain and upkeep office equipment and furniture.
Ability to organize repairs and upgrades.
Ability to liaise with IT specialists to resolve problems.
Regularly required to sit, walk and stand.
Talk or hear, both in person and by telephone.
Use hands repetitively to handle or operate standard office equipment.
Reach with hands and arms.
Lift to 25 pounds.

Responsibilities

Provide administrative support to medical executives, including calendar management, travel arrangements, and report preparation.
Organize and schedule meetings, events, and appointments.
Handle incoming calls, emails, and other communications, responding appropriately and ensuring clear communication.
Prepare and edit correspondence, communications, presentations, and other documents.
Organize and maintain electronic and physical files, ensuring accuracy and confidentiality.
Prepare reports, presentations, and other documents as needed.
Process incoming and outgoing mail.
Plan and execute events, including organizing executive-level meetings.
Assemble materials for meetings, including agendas and presentations.
Take minutes of meetings and distribute them as needed.
Facilitate communication between patients, visitors, and medical staff.
Maintain inventory of medical supplies.
Review and coordinate candidate interviews with Management.
Prepare paperwork for hires and terminations.
Conduct orientation of new staff members.
Identify and organize training programs for staff.
Motivate and mentor staff through employee engagement efforts.
Keep staff attendance reports.
Maintain employee personal files.
Manage petty cash.
Handle bank deposits.
Upload billing correspondence to the Revenue Cycle Management team.
Communicate changes in policies and procedures.
Ensure adherence to policies and procedures by staff members.
Intercept customer inquiries and complaints for leadership follow-up.
Verify and evaluate provider credentials to ensure compliance with regulatory agency requirements.
Manage the credentialing and recredentialing processes of all healthcare providers.
Ensure all provider credentials remain in compliance with applicable federal and state laws.
Sort documents and records.
Answer phones and take messages.
Schedule appointments for an executive.
Plan and maintain Provider and Management calendar and recurring tasks, arrange appointments, organize and set agendas and action points for meetings.
Act as 'follow-up Manager' across the Board and Senior Leadership Team to ensure that a wide range of agreed actions are being executed.
Maintain and upkeep office equipment and furniture.
Organize repairs and upgrades.
Liaise with IT specialists to resolve problems.