EXECUTIVE ASSISTANT/CREDENTIALING SPECIALIST

Job Purpose:   On a day-to-day basis, provide administrative support to the Sycuan Medical Dental Center department directors, providers and staff. Also serves as the executive director’s primary point of contact for coordination of meetings with tribal officials, committees and organizations including community-based organizations and Federal agencies (e.g. Indian Health Service). Job Duties and Responsibilities: (Note: Duties and responsibilities may be added, deleted, or changed at the sole discretion of Sycuan Management at any time) Executive Assistant Act as liaison between the SMDC Executive Director (ED) and other departments/staff within the organization for all meetings on the ED’s calendar. Identify, prepare and compile necessary materials ahead of time to ensure that the ED has appropriate information for meetings, reports, presentations, events and special project on the calendar. Use the SMDC agency-prescribed appointment setting methodology, inputs essential meeting information correctly with all required details for each and every calendar entry to provide an optimum schedule for the ED maximizing efficiency of his time. Review, confirm, follow-up and adjust calendar entries proactively communicating any discrepancies to the ED and Tribal Health Liaison, Chairman and Committees. Responsible for coordinating offices / workspace for new hires including phone, email, computers, conferencing accounts, accounts (if applicable). Participate in the planning and implementation of agency direction, strategic planning, and policies and procedures of SMDC. Manages and attends all SMDC meetings: Prepares presentations as directed by SMDC leadership team, records and distributes meeting minutes, collaborates with SMDC Leadership to schedule staff functions and other meetings. Maintains and updates records for GSA vehicles, including keys, registration, vehicle maintenance, and gas cards. Complete payroll management: Maintains employee time cards, initiates attendance sheets for corrections appropriately and timely, approves PTO per Clinic Leadership approvals. Complete travel arrangements: Makes travel arrangements for SMDC Leadership and appropriate staff, to include airfare, hotel reservations, shuttle or other transportation and meeting registrations. Serves as the SMDC liaison between Sycuan Human Resources department. Assist in collaboration with Sycuan HR talent acquisition and recruitment process Conduct SMDC employee onboarding and help organize training & development initiatives after Sycuan HR orientation. Interviews candidates; serves as part of the interview team for position finalists Maintain accurate and well-ordered documentation on searches in process, candidates, interview schedules, and other executive recruiting activities. Other duties as assigned   Credentialing Specialist  Maintains strict confidentiality of provider and organizational information. Maintains credentialing and privileging is completed according to accreditation and funder standards. Process applications for privileging and credentialing processes for each new and reappointment review of Licensed Independent Practitioners (LIP) and other CA State licensed required health care providers (OHCP). Collects documents from LIPs and OHCPs or other relevant sources and performs primary source verifications as part of the Credentialing and Privileging process. Updates detailed provider information in credentialing database and internal filing systems. Ensures current and accurate data and applications for all providers. Monitors status of initial privileging and credentialing as well as re-credentialing processes for all providers. Reports this frequently to pertinent team members. Maintains knowledge of current requirements for credentialing providers. Liaison with clients and support organization as needed to coordinate privileging processes. Performs queries and searches with NPDB, OIG, DSPS, DEA and DOJ to maintain secure files for provider background verification. Job Specifications: Education and Experience: Essential:   Associate’s Degree in Business Administration or equivalent experience or 5 years of office administration experience Desirable: Bachelor’s Degree in Business Administration or related field High level healthcare administrative support experience Experience working with Tribal communities   Skills and Knowledge: Essential:   Ability to communicate and interact effectively with clients, vendors and employees Ability to prioritize and perform multiple tasks Ability to complete tasks, forms and documents quickly and accurately Ability to maintain filing systems Working knowledge of office management systems and procedures Working knowledge of MS Word Office Suite applications Ability to understand and follow oral and written instructions Ability to maintain confidentiality Ability to perform simple mathematical calculations Ability to work independently and make sound judgments Excellent English written and oral communication skills Excellent organizational skills Ability to proofread and correct spelling, grammar, structure and punctuation errors Ability to appear for work on time Ability to maintain professionalism and composure Ability to accept constructive criticism Desirable:   Multi-lingual   Supervisory/Managerial Accountability: Direct: Clinic Administrative Assistant Indirect: None