Executive Secretary, OB/GYN

Job Description

Provide support to departmental Division Director and division providers; administrative services support duties; CME conference responsibilities. Perform secretarial duties as required to support operations of the department; onboarding tasks, assist with recruitment, Tumor Board and Quality & Safety coordination.


SVP/Directors Support:
  • Coordinates Leadership meetings, prepares agenda, attends meeting and takes minutes.
  • Coordinates other meetings as needed, following the specific criteria set by the meeting sponsor and providing the tools identified for the success of the meeting.

Department Support:
  • Schedule meetings, Outlook calendar maintenance
  • Organize provider's administrative tasks and follow up to ensure completion
  • Prepare and route reimbursement, peer review, credentialing, privileging, SCA, grant applications and other deadline sensitive documents
  • Prepare and route time off requests; maintain comp time records and payroll information
  • Assist in faculty recruitment
  • Coordinate travel arrangements
  • Coordinate onboarding, orientation activities and create itinerary.
  • When needed and during onboarding set up academic/administrative office, schedule Photographer, assist with badges and parking, schedule orientation, order lab coats, etc.
  • Serve as a liaison between providers and HR, hospitals , Credentialing and the College of Medicine to answer all types of questions
  • Attend division meetings; distribute the agenda and meeting documentation, take minutes
  • Coordinate events, training sessions and meetings; plan and order catering if needed
  • Update CVs and eProfessional to keep the information current on the UC academic website & UCH Website (COF will implement)
  • Track and assist with renewal of licenses, privileges and certifications
  • Assist Faculty with reappointments and annual reviews by updating documents and collecting/submitting recommendation letters.
  • Research and obtain articles as requested
  • Research Day-collect data, create power point for posters; coordinate with Printing to create posters
  • Enter time off requests/tasks in QGenda
  • Provide clerical support, special projects
  • COF is implementing new Departure Process for departing providers
  • Other Duties as Assigned


Education & Skills:

Education: High school diploma or GED required, two-year associate degree preferred.

Skills: Strong project management & organizational skills, critical thinking, problem solving, ability to work independently and part of team.