Administrative Assistant

About Chartis

Chartis comprises 1,000 professionals who value working for a purpose-driven organization, people who have committed their careers to helping providers, payers, technology innovators, retail companies, and investors create and embrace solutions that reshape healthcare for the better. We work with over 900 clients annually to help make US healthcare more affordable, accessible, safe, and human.

Through our family of brands—Chartis, Jarrard, Greeley, and HealthScape Advisors—we have created a culture that prioritizes respect for our clients, commitment to each other, and unwavering integrity. From physicians, nurses, healthcare executives, and community health leaders to strategists, digital advisors, transactions experts, and healthcare futurists, we bring a diverse set of perspectives to assess healthcare challenges from every angle. Believing in what we do helps us attract and retain the best and brightest because the work we do every day makes a meaningful impact. This theme of believing in a better way forward is woven into our brand, Believe in better.

This is an onsite position requiring attendance in the office five days a week at Huntington Hospital in Pasadena, California.

Role Overview

The Administrative Assistant – Medical Staff Services reports to the Director of Medical Staff Services and provides administrative support for the Medical Staff Services department by preparing reports, handling information requests, and performing tasks such as preparing correspondence, receiving visitors, arranging conference calls, updating databases, and scheduling meetings.

Under the direction of the Director, the Administrative Assistant – Medical Staff Services is also responsible for supporting and delivering the activities set forth in an agreed upon Statement of Work for the defined locations, functions, transition projects, and service level standards in accordance with The Greeley Company contract.

Responsibilities

• Prepare reports, memos, letters, and other documents, using Microsoft Office e.g., Word, Excel, and PowerPoint software

• Read and analyze incoming memos, e-mails, submissions, and reports to determine their significance and responds or distributes accordingly

• Open, sort, and distribute incoming correspondence

• File and retrieve department documents, records, and reports

• Log information into the appropriate credentialing database

• Update credentialing database in accordance with established standardized data entry policies and procedures

• Assist with appointments and reappointments

• Greet visitors and direct them to the appropriate individuals

• Answer telephone and address the callers’ needs accordingly

• Maintain adequate stock of office supplies

• Arrange scheduling, A/V, catering, etc. for Medical Staff and internal departmental meetings, as requested

• Take notes at internal departmental meetings and follow up on action items appropriately

• Coordinate as needed with other hospital departments such as Maintenance, Housekeeping, Information Technology, etc. for office needs

• Assists in a variety of duties, as requested, including, but not limited to, the annual dues assessment and collection; expiring information such as DEA, license, professional liability insurance, specialty board certification status; maintaining and updating credentials files in the practitioner database, assisting with notification of and sending out notices/correspondence

• Maintains a working knowledge of all computer applications needed for position, i.e., Word, Excel, and PowerPoint (as applicable)

Qualifications and Desired Skills

• Experience in a healthcare organization is preferred.

• High School Diploma or GED

• Knowledge in Microsoft Office Suite, Excel, and Outlook

Salary range: $62,000-72,000. The salary range for this role takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to, skills, experience, training, licensure and certifications, practice area, and other business and organizational needs. In addition, Chartis offers several benefits including medical, dental, vision, HSA, FSA, disability insurance, life insurance, 401(k) match, paid time off, wellness stipend, and additional voluntary benefits.

At Chartis, we pride ourselves on having a diverse workforce. We value and celebrate the uniqueness of individuals and the different perspectives they provide. We offer equal opportunity employment regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, or protected veteran status.