Job Description

2601 E Roosevelt St, Phoenix, AZ 85008, USA Req #328
Monday, June 20, 2022

About The Role: 

The Executive Assistant in this role is responsible for administrative support of the Medical Director for Undergraduate Medical Student and Advanced Practice Professionals’ clinical education/rotations in the Department of Psychiatry. 



This is a full-time position, Monday through Friday, 40 hours per week.

What Your Primary Responsibilities Would Be: 

  • The selected candidate will act as the administrative lead for the Psychiatry Division’s undergraduate medical education (UME) and advance practice professional (APP) clinical education programs/rotations.
  • The administrative lead role would also entail working on the same campus as the Psychiatry Medical Director for Undergraduate Medical Education and Advance Practice Professional programs.  (Currently this is the Phoenix Campus.)
  • Be the primary departmental contact for students, representatives from medical education programs, others within the Division of Psychiatry and DMG corporate administrative personnel in matters related to UME and APP clinical education/rotations.
  • Provide reciprocal cross coverage for other Executive Assistants within the Division as directed by the Department Administrator and Chair, including traveling to work at and/or provide coverage for other Psychiatry Division locations
  • Answers Department phone distributes provider correspondence in a timely manner.
  • Opens, sorts, and distributes incoming correspondence, including faxes and email.
  • Greets and screens visitors to the department.
  • Oversees and monitors daily administrative needs and maintenance of relevant call and unit coverage schedules using QGenda scheduling software. 
  • Organizes, prepares, and coordinates department events and meetings that include reminder notices, calendar updates, scheduling rooms and meals. Transcribes minutes, distributing within company/department requirements.
  • Assists in department communications and coordination surrounding sick time, paid time off, jury summons and court related documents, employee reimbursements, etc.
  • Processes department requests (emails, verbal requests, calls, voicemail, etc.) accurately and in a timely manner.
  • Compiles confidential data from various sources to integrate to specified reports.
  • Acts as a liaison between DMG, Valleywise Health vendors, executive administration, and staff.
  • Ensures all requests for facilities and IT maintenance for department providers are addressed in a timely manner.
  • May assist in tracking of documents related to Credentialing/Re-credentialing and CME  
  • May assist in the preparations for Grand Rounds, i.e., coordinating with/securing speaker, creating flyers, documenting objectives, completing required or requested forms.  Distribute and collect evaluation sheets and summary and obtain necessary signatures following activity. Maintain accurate activity file.
  • Initiates requests for ordering office supplies, materials, repairs, etc.

    The Successful Candidate Will Possess: 

    • High school diploma or equivalent required
    • Bachelor’s degree preferred
    • 3+ years’ experience in an administrative assistant role with progressive administrative responsibility required
    • Prior work experience within a graduate-level academic program is desired
    • Ability to be efficient, organized, resourceful and assertive (when necessary and appropriate)
    • Knowledge of HIPAA guidelines
    • Excellent interpersonal and professional diplomacy skills
    • Ability to communicate effectively both verbally and in writing
    • Attitude of a team player
    • Independent judgment, resourceful, takes initiative, flexible
    • Strong time management and organizational skills
    • Excellent multi-tasking ability with attention to detail
    • Working knowledge of Microsoft Office, Outlook, and - specifically - strong Excel skills

    DMG’s Employee Health Requirements:

    As a condition of employment, District Medical Group (DMG) requires each employee to remain compliant with mandatory employee health (EH) standards. TB screening, Hep B, MMR, TDAP, Varicella, Influenza, and Covid Immunizations or approved declinations are required for this role

    Other details

    • Pay Type Hourly

    Application Instructions

    Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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