Executive Secretary- CMH Hospital Medical Affairs

Carle Foundation Hospital - Urbana, IL

Full-time - Mid Level

Urbana, IL

Hospitals

About the position

The Executive Secretary for CMH Hospital Medical Affairs at Carle Foundation Hospital provides advanced, diversified, and confidential secretarial services to an executive at the Vice President level. This role is crucial in supporting the provider credentialing process through Medical Affairs, ensuring that all administrative tasks are handled efficiently and professionally. The position requires a high level of discretion and confidentiality, as the Executive Secretary will be privy to sensitive information and will interact with a wide variety of individuals, including executives, medical staff, and other stakeholders. In this role, the Executive Secretary will be responsible for organizing and completing assignments independently, managing correspondence, and maintaining an organized workspace. The position involves typing letters, memos, and other documents in a professional format, as well as managing the executive's calendar by scheduling and coordinating appointments and meetings. The Executive Secretary will also be responsible for greeting visitors, providing direction, and ensuring that all communications are handled promptly and effectively. Additionally, the Executive Secretary will play a key role in Medical Staff Affairs by collecting data, maintaining provider applications, and ensuring that all credentialing processes are completed in a timely manner. This includes communicating with providers regarding their applications and maintaining records in the MSOW Credentialing Software. The Executive Secretary will also assist with special projects as delegated by Senior VPs, process payroll, and order supplies necessary for the daily operations of the office. This position is essential for maintaining smooth operations within the Medical Affairs department and supporting the overall mission of Carle Foundation Hospital.

Responsibilities

• Provides secretarial support to the Vice President level executive.
• Organizes and completes assignments independently and efficiently.
• Types letters, memos, and other documents in a professional format.
• Manages incoming mail, sorts by priority, and routes accordingly.
• Greets visitors and provides direction and guidance as needed.
• Schedules and coordinates appointments and meetings with various stakeholders.
• Maintains high levels of confidentiality and discretion in all communications.
• Collects data and maintains provider applications for credentialing purposes.
• Communicates with providers regarding credentialing and reappointment processes.
• Performs special projects or assignments as delegated by Senior VPs.

Requirements

• 3 - 5 years of experience in a similar role.
• Advanced reading and writing skills in English.
• Intermediate computer knowledge, including proficiency in MS Office applications and Windows OS.
• Ability to maintain confidentiality and handle sensitive information.
• Strong communication skills and ability to interact with a wide variety of people.

Nice-to-haves

• Experience with MSOW Credentialing Software.
• Ability to troubleshoot minor computer problems.
• Experience in a healthcare setting.