Job Description

ESSENTIAL FUNCTIONS:

This list may include, but is not limited to, the following assigned duties:

• Primary administrative support for Primary Care Partners, Executive Director, and Primary Care Partners' support staff.
• Schedules and coordinates meeting rooms for Primary Care Partner Committee Meetings, Board Meetings, Shareholder meetings, Office Manager Meetings/Conference Calls, Care Center Meetings with Physicians, Outside Agencies, and others.
• Manages Executive Director's Outlook Calendar
• Reviews and updates distribution lists (PCP Board, Office Managers, office staff, etc.)
• Schedules meetings on behalf of PCP administrative staff, as needed
• Maintain and organize Primary Care Partners internal files, documents, licenses, etc.
• Proficient in Zoom/Microsoft Teams and able to produce and manage large meetings and webinars.
• Assists in sending out meeting reminders, record minutes, prepares agenda and packets
• Upon request, may be asked to attend meetings, events, dinners and/or assist in the coordination.
• Orders all office and promotional supplies for Primary Care Partners Corporate Staff
• Responsible for the maintenance & distribution of monthly spreadsheets
• Acts as an administrator for applicable Primary Care Partners website(s) and internal/external online portals
• Serves as a liaison to external sources and Atlantic Health System departments, as needed
• Responds to emails, phone calls, and website inquiries
• Assists external departments in the administration of group-wide policies, including, but not limited to, Medical Malpractice, General Liability and Workers Comp policies.
• Monitors and oversees PCP's Patient Experience performance
• Function as principal writer and editor for printed materials.
• Prepare and/or edit regular correspondence and ad hoc reports and manuscripts based on the needs of the group (e.g., professional correspondence emails; brief one-page reports; comprehensive annual reports; governance and policy documents).
• Works closely with the Executive Director for Marketing and Recruiting efforts

For Marketing Efforts:

• Responsible for writing and coordination of communications vehicles, including social media content.
• Create and order marketing and promotional materials (holiday cards, invites, reminder cards, patient satisfaction cards, brochures, etc.).
• Aid in the development and maintenance of PCP's social media channels and PCP Website
• Coordinate and assist in provider outreach and marketing efforts
• Maintain online business listings for Primary Care Partners practices and providers. Responsible for monitoring all listings for accuracy and addressing online patient reviews
• Coordinate with internal/external vendors (photographers, printing company) for digital marketing materials.
• Generate marketing materials on behalf of PCP practices, as needed.

For Recruitment Efforts:

• Assist in the gathering and sorting Due Diligence Documents for recruitment of physician membership and initiate due diligence when requested.
• Assists PCP Team with implementation of new practices (organize meetings, track documents, etc.)
• Plan and execute logistics of recruitment dinners and special events, as needed, including - venue, menu, create and send invites, develop invite list, handouts, speakers, etc.

KNOWLEDGE & SKILLS:

• Proficient in Microsoft Teams, Word, Excel, PowerPoint, Outlook, SharePoint, One Drive, and Zoom.
• Superior written, proof-reading and oral communication skills.
• Working knowledge of fax, copier, scanner and other office machines required. Must learn other software/tools as required.
• Professionalism and excellent interpersonal communication skills.
• Must be people-oriented and a team player, providing daily frontline assistance to customers internal and external to PCP. Excellent organizational and prioritizing skills.
• Ability to multi-task.
• Attention to detail and ability to work effectively with a multidisciplinary group.
• Ability to handle heavy workload and high-paced environment with some short-notice deadlines; ability to work under supervision and independently.
• Final applicant for this position may be required to complete skills assessment appropriate to position description.
• Skill in establishing and maintaining effective working relationships with physicians, employees, care centers, and the public.

ABILITIES:

• Ability to process inquiries and respond with poise and efficiency.
• Ability to recognize, evaluate, solve problems, and correct errors.
• Ability to maintain confidentiality of sensitive information.
• Ability to communicate clearly and establish/maintain effective working relationships with physicians, employees, care centers, and the public.

PHYSICAL/MENTAL DEMANDS:

• Frequent mobility and/or sitting required for extended periods of time
• Manual dexterity for using a calculator and computer keyboard.

ENVIRONMENTAL/WORKING CONDITIONS:

• Work is performed in an office environment and requires desk, table & copier work.
• Frequent contact with employees, outside agencies, Care Center Office Managers, & Care Center Physicians

Qualifications

Required:

• High School Diploma required; Associates or Baccalaureate degree required in Communications, Marketing, Public Relations, Business, Healthcare administration, or related field Or five to seven years of relevant experience in lieu of education

Preferred:

• Minimum of two years in similar healthcare related capacity preferred
• Understanding of healthcare operations is strongly preferred.

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