Executive Assistant - Psychiatry

District Medical Group•Phoenix, AZ

11d•Onsite

About The Position

The Executive Assistant is responsible for a variety of office administration duties in support of the Psychiatry division’s services and programs. This is a full-time position, Monday through Friday. Flexibility of hours and/or days may be needed, determined by business need. The role involves responding to inquiries, communications, and requests for assistance in a professional and timely manner, and providing administrative support to the physicians and Medical Director. This includes arranging meetings, time reporting, managing office supply needs, physician schedules, department communications, reporting, and projects. The Executive Assistant will also coordinate and enter schedules for non-Valleywise work locations, notify the Valleywise Hospital System of call schedule changes, assess and ensure new providers' workspaces are equipped, and plan new provider department orientations. The role also involves acting as a liaison to CBO personnel and personnel responsible for non-Valleywise relationships, maintaining schedules for non-Valleywise clinic locations, managing the department's administrative functions through organized filing systems, faxing, mailing, copying, and data entry, and managing department needs for DMG or Valleywise Facilities or Information Technology (IT). Additionally, the Executive Assistant will assist in forwarding time-sensitive documents, assist in the notification process or gathering of provider documents, professionally greet visitors, and assist in physician's understanding of DMG policies and processes. Other duties as assigned.

Requirements

3+ years’ experience in an administrative support role with progressive administrative responsibility required
High School Diploma or equivalent
Actively participate in and facilitate timely, clear, and respectful verbal and written communications with other departments within the Psychiatry Division
Ability to work independently or collaboratively in an effective and professional manner
Ability to exercise appropriate judgment, problem solving, critical thinking, and attentiveness to detail
Ability to establish priorities and effective time management
Proficiency in Microsoft Office Suite (Ex: Word, Excel, and Outlook)

Nice To Haves

Bachelor’s degree preferred
1+ year experience working in administrative healthcare setting preferred

Responsibilities

Respond to inquiries, communications, and requests for assistance in a professional and timely manner
Provide administrative support to the physicians and Medical Director, including arranging meetings, time reporting, office supply needs, physician schedules, department communications, reporting, and projects
Coordinate and enter schedules for non-Valleywise work locations (Arizona Pediatric Psychiatry Access Line (APAL), Gila River Health Care, Salt River Pima Maricopa Indian Community Health Center, and Southwest Human Development) where providers provide patient care or other professional services
Notify Valleywise Hospital System of call schedule changes as far in advance as possible or immediately by telephone if a change is emergent and for a date within 48 hours
Assess incoming provider’s workspace to ensure that it has the office furniture, supplies and computer equipment required for his/her position and duties
Work with the Medical Director to plan a new provider’s department orientation, creating an itinerary for the new provider and distributing it to all key stakeholders
Be a liaison to CBO personnel and to personnel who are responsible for non-Valleywise relationships and relative programs
Maintain schedules for the non-Valleywise clinic locations or services as directed
Maintain an organized environment and filing system, fax, mail, copy, and enter data to support the department’s administrative functions and contract compliance needs, according to conventional business standards and Division protocols
Manage department needs, requests, and responses for DMG or Valleywise Facilities or Information Technology (IT) in a timely manner
Assist in forwarding time sensitive documents to the appropriate providers or Department leadership, and ensure documents are returned within the predetermined time frame
Assist in the notification process or gathering of provider documents needed for the Division Chair, DMG, or Valleywise
Professionally greet visitors and guide appropriate access to personnel and work areas
Assist in physician’s understanding of DMG policies and processes
Other duties as assigned

Benefits

Medical, Dental, Vision, and many additional ancillary benefits EFFECTIVE DAY ONE
401(k) contribution options, with employer match up to 6%
Access to Retirement Advisors
Employer-paid Disability
A Health Savings Account option with employer contribution
Flexible Spending Account options, including Dependent Care FSA
Rich Wellness Program and EAP, at no cost to the employee
Fitness location memberships
Pet care discount program
Generous PTO allocation, increasing after 3 years
10 paid Holidays
Up to 40 hours Paid Sick Time annually