This role provides primary administrative support to the Medical Affairs department, with a focus on the Chief Medical Informatics Officer and Corporate Director of Healthcare Quality and Care Management. Responsibilities include maintaining budgets, projects lists, and expense reports; coordinating travel, meetings, and correspondence; compiling data and reports; and assisting with various projects like developing presentations, surveys, and publications. The role serves as a subject matter expert on various systems and aims to promote the vision and strategic plan of the organization.

1. Position Summary
The Senior Administrative Assistant provides primary support and assistance to the Medical
Affairs Department with focus on the Chief Medical Informatics Officer and Corporate
Director of Healthcare Quality and Care Management. This role is responsible for recording,
maintenance and reconciliation of the Medical Affairs department budget. Maintains
current lists of Medical Affairs projects, capital expenditures, capital requests and triennial
project strategic plans. Processes all expense reports, invoices, requests and
communications with finance department. Serves as the department subject matter expert
for the SHC content management and service request systems. Handles requests and
correspondence to and from SHC regarding hospital related expenses. Provides
administrative support, travel coordination and coordinates official correspondence
requiring the approval and dissemination. In addition, this role provides management or
analysis on assigned projects.
Actively promotes the SHC vision, mission and strategic plan.
Assist Medical Affairs staff with Project Coordination by creating spreadsheets, prioritizing
and developing the justifications.
Assists Medical Affairs staff with ongoing maintenance oversight of contracts or vendor
services.
 For new programs/initiatives, assist in obtaining product information from vendors
directly, vendor websites, or other healthcare resources as directed. Assists in
compiling tools, evaluations, or other data to assist in development of request for
information, request for proposal, or presentations as required.
 Assists in contract oversight requirements to include coordinating correspondence
from the vendors to the hospitals, changes in participation, changes in costs/fees, etc.
Maintains indicators/reported data and internal audits reports relative to Medical Affairs.
Pulls data into format for staff analysis, dissemination to other corporate departments
and/or hospitals, post on collaborative sites, or coordinate posting on intranet, as required.
Provides support in the development of system-wide surveys such as current state practice
surveys, feedback on projects, etc. Assists in survey formatting, consolidation of
results/summary for analysis by medical affairs staff. These may be initiated by the
department or as the result of HQ workgroups/committees or other similar forums. Survey
management includes maintaining responses, dissemination of the results including posting
on collaborative sites as appropriate. Also requires non-responder follow-up. May require
graphing or visual display other than tables or spreadsheets.
Schedules conference calls/meetings, maintains meeting documentation and compiles
accurate and timely agenda/minutes. Coordinates meetings with work groups, task forces,
teams, corporate staff, and hospital directors/staff. Develops agendas (with input from
meeting chairperson) and schedules meeting room, webinar and/or technical support, as
required. Follow-up on agenda items that have been tasked to members, as required.

2. Supports meetings led by directorates. As required, assist with coordinating outside guest
speakers compiling a budget, travel arrangements, meeting set up, refreshments/meals,
notifications to attendees and other meeting details. Assists with establishing conference
materials, handouts, etc. and consolidating presentations on the respective collaborative
sites.
Supports scheduling travel including registration, hotels, and air travel, etc. Completes
expense reports for staff members' review/signature.
 Coordinates policy and procedure documents, including formatting and coordinating
review/approval.
 Assists Medical Affairs in the development of publications, completion of
guidelines/policies/forms; ensures proper format, grammar and coordination with
applicable individuals.
 Coordinates posting guidelines/policies/forms on SHC intranet site as appropriate.
Maintain global email lists, resource lists and points of contacts for different professional
disciplines, workgroups, etc. Ensures at least annual update.
Fluent in software programs utilized by the department and becomes a resource for its use,
utilizes software to further streamline processes. Creates spreadsheets, manage databases;
create reports and documents via software.
Assists in making improvements in department processes. Orients new staff as required,
maintains orientation and continuity materials.