Senior Administrative Specialist

Position Summary

The Senior Administrative Specialist for Emergency Medicine plays a vital role in supporting the Emergency Medicine executive team. This position serves as a crucial point of coordination across multiple high priority workstreams: Executive leadership CEO, Divisional CMOs, SVPs calendar management, travel, expense, meeting, and presentation support. Performs project management through coordination of site visits, deliverables, tracking workstreams, reports/presentations, cross-functional follow-through. Leads operational coordination through onboarding, compliance tracking, growth initiatives, education, and communications. The ideal candidate is an initiative-taker, highly organized, initiative-taking minded and professional who thrives in a fast-paced healthcare environment and takes pride in enabling clinical and operational leaders to perform at their best.

Essential Duties and Responsibilities

• Providing virtual comprehensive administrative support to our CEO, Divisional CMO(s), SVPs, including calendar management, travel coordination, and expense reporting.

• Leading project management activities for SPS and Emergency Medicine Site Visit initiatives.

• Supporting the development, writing, and finalization of project reports and presentations, including final deliverables for site visit reviews.

• Coordinating and maintaining tracking systems for new service line growth initiatives, ensuring data is current and accessible to key stakeholders.

• Coordinating education and training activities across the Emergency Medicine service line in collaboration with core services.

• Serving as the designated point person for NCO (New Clinician Onboarding) and Medical Director Onboarding programs specific to Emergency Medicine

• Maintaining and tracking EM-required compliance and regulatory training, ensuring timely completion across the team.

• Supporting service line team communications, including recording monthly huddles, and collaborating on newsletter content.

• Preparing and distributing materials supporting Center for Clinical Excellence for Emergency Medicine and managing Project Broadcast announcements.

• Proactively aligns Executive team and owns service line deck and presentation management: ensuring materials are accurate, current, and presentation ready.

Values 

• Intellectually curious: Demonstrates a genuine interest in learning new things and wants to understand the reason behind the way things are done. Bring innovative ideas to the team to improve service line efficiency and effectiveness.

• Resourceful: Initiative-taking willingness to utilize available information and tools to figure things out independently.

• Work Ethic: Initiative-taker dedication to getting the job done well and on time, regardless of circumstances.

• Trustworthy: Demonstrates a high degree of integrity; keeps confidence and follows through on commitments.

• Resolute: Dependable and consistent in thoughts, actions, and outcomes.

• Enthusiastic: Demonstrates genuine enthusiasm for the work and gets others excited about the projects and initiatives they are involved in.

Knowledge, Skills, and Abilities 

• Understanding of healthcare operations and administrative support functions in a clinical or physician group setting.

• Working knowledge of project management principles and the ability to manage multiple concurrent workstreams.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting and communication platforms.

• Demonstrated experience supporting senior leaders, including calendar management, travel coordination, and expense reporting.

• Experience coordinating compliance or regulatory tracking programs and onboarding processes in a healthcare setting.

• Excellent written and verbal communication skills, including experience drafting and editing professional documents, reports, and presentations.

• Demonstrated ability to work effectively in a matrixed organization, collaborating across cross-functional teams including clinical, operational, and administrative stakeholders.

• Strong people skills to manage sensitive situations and confidential information with poise, tact, and diplomacy.

• The work environment is independent, self-starting, and virtual .

Education and Experience

• 5 years of project management, administrative or coordinator experience, preferably in a healthcare or clinical operations environment. 

• Previous virtual work experience is preferred

Salary Range

$60,000-$90,000 annually. Exact pay will be determined based on candidate experience, and geographical location