EXECUTIVE ASSISTANT

Flushing Hospital Medical Center is seeking an Executive Assistant for our Department of Medicine. 

The Executive Assistant has the responsibility of assisting the Chairman in the day-to-day administration of the Department of Medicine. The Executive Assistant will provide the department with a high level of administrative responsibilities which includes monitoring the departmental functions and providing general office support to Attending physicians in Medicine. The Executive Assistant will perform all duties in a manner consistent with Flushing Hospital Medical Center’s commitment to providing superior medical education, patient care and promoting good guest relations.
The Executive Assistant is responsible for scheduling and maintaining meetings for the Chairperson; review all applications for privileges in the Department of Medicine at FHMC; work in conjunction with the Medical Staff Office to process new appointments and reappointments for attending staff; schedule attendings with active privileges at FHMC for EPIC training; schedule applicants for interview with the Chairperson for new appointment to the Medical Staff; ensure that annual corporate compliance modules and semiannual time studies are completed in a timely fashion; coordinate activities of medical students rotating within the Department of Medicine, which includes providing an orientation, scheduling core and elective subspecialty rotations in General Medicine, Cardiology, G.I., Hematology/Oncology, CCU, Palliative Medicine, Neurology and I.D.; prepares letters as requested by residents or students for ERAS and other programs; responsible for maintaining department payroll utilizing Kronos and Lawson timekeeping systems, and processing all requests for time off; receive and process departmental communication on a daily basis; prepares and maintains departmental and subspecialty schedules; prepares agenda and maintains minutes of monthly Section Chiefs meeting with the Associate Chairperson; schedule monthly Q.A. meeting; assist the Chairperson in preparing the Q.A. meeting minutes; submit check requests for subspecialty on call services; answers phone lines and resolves issues; prepare correspondence and memoranda assist Chairperson with IPRO reviews; document attending reviews; coordinate annual fundraising activities; collect and distribute daily census reports; pick up and sort mail; provide cross-coverage of departmental support staff as needed; prepare and maintain Grand Rounds academic schedule; prepare and send letters to Department of Medicine division directors assigning Grand Rounds lecture dates; prepares applications for Grand Rounds and CME credit; maintain Annual CME Summary Sheet and attendance records for Grand Rounds; attend Grand Rounds presentations to ensure proper registration of attendees and distribution and collection of CME Forms; prepare and update peer review documents for the Department (includes distribution of peer review forms to attendings); ascertain availability of admitting panel attending staff in preparation of monthly admitting panel schedule maintaining time off information; submit annual panel monthly form to staff; attend monthly Departmental Business Meeting with the Chairperson and monitor attendance; assist Chairperson in organizing Department of Medicine semiannual report to the Medical Board at FHMC; assist Chairperson in compiling and finalizing Performance Improvement annual report; monitor alongside Chairperson the process of contacting the attending staff for completion of outstanding medical records; order supplies for the Department of Medicine in LAWSON; submit and authorize access to FHMC network and required programs necessary for new employees in LAWSON; maintain records regarding requests for leave including, but not limited to vacation, personal, conference requests, and other types of leave; annually collect and assure submission of PRI
Excess Forms for attendings; maintain job description for all salaried faculty; assist TJH Provider Enrollment with distributing provider enrollment forms to attending physicians; monitor compliance of annual health assessments.