Scheduled Hours

40

Position Summary

The Assistant to the Chief Medical Officer provides support around clinical, administrative, and patient care functions requiring substantial use of medical terminology and ability to maintain complex schedules. The ideal candidate will be a registered nurse or medical assistant with a minimum of three years of clinical or nursing experience and at least two years of experience with Epic. This role requires a meticulous, organized, and highly capable individual who can manage multiple responsibilities and projects efficiently. Management of a busy clinical surgical practice, but also executive functions of a C-suite assistant including complex executive scheduling and appointment management skills, and mild project management with Microsoft office skills.

Job Description

• Project management including data extraction.

• Executive functions such as creating PowerPoint presentation, data extraction, building reports for executive faculty.

Calendar and Appointment Management

• Maintain the physician's daily schedule and calendar.

• Schedule meetings, arrange conference calls, reserve catering services, make travel arrangements, and complete travel expense reports.

• Complex executive appointment scheduling and management.

• Provides data support for running various ad hoc and regularly scheduled reports and summaries. May research and report on ad hoc topics.

• May provide clinical and administrative support for CEO Faculty Practice including assisting with clinical needs or administrative duties and other tasks as required.

Patient Education and Follow-Up Care

• Provide patient education and guidance on post-operative care.

• Triage patient messages effectively, ensuring timely and appropriate responses.

• Assist with order placement according to established protocols.

Operating Room Management

• Coordinate and manage the CMO’s Operating Room schedules, ensuring all procedures are scheduled and resourced efficiently.

• Document Transcription and Order Entry

• Transcribe medical documents including physician’s letters, correspondence, nurse’s notes, and manuscripts.

• Complete requisitions/orders in the electronic medical record as per WashU guidelines.

Visitor and Patient Liaison Duties

• Greet visitors, answer telephone calls, take messages, and screen patient inquiries, providing information as per departmental policies.

• Serve as a liaison between patients, physicians, and staff, delivering routine information and facilitating communication.

• Serves as liaison between patients, physicians and staff, providing routine information to patient inquiries.

Patient Scheduling and Chart Preparation

• Schedule patient appointments and procedures.

• Prepare patient charts, including workups and other necessary documentation.

General Administrative Support

• Assist administrative and clinical staff during peak times, or when covering for vacations or illnesses.

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

The list below may include all acceptable certifications and issuers. More than one credential or certification may be required depending on the role.

Certified Clinical Medical Assistant (CCMA) - American Association of Medical Assistants (AAMA), Certified Medical Assistant - American Association of Medical Assistants (AAMA), Certified Medical Assistant - American Medical Technologists (AMT), Certified Medical Assistant - National Healthcareer Association (NHA), Medical Assistant - American Association of Medical Assistants (AAMA), Registered/Certified Medical Assistant - American Association of Medical Assistants (AAMA), Registered Medical Assistant (RMA) - American Association of Medical Assistants (AAMA), Registered Medical Assistant - American Medical Technologists (AMT)

Work Experience:

Clinical Service Operations (3 Years), Epic Platform (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Required Qualifications:

• Medical Assistant (MA)
• Three years of clinical or nursing experience.
• Two years of Epic experience.

Preferred Qualifications:

• Registered Nurse (RN).

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

Registered Nurse - Illinois Department of Financial and Professional Regulation, Registered Nurse - Missouri Division of Professional Registration

Work Experience:

Registered Nurse (2 Years)

Skills:

Detail-Oriented, Effective Written Communication, Electronic Medical Records (EMR), Epic Applications, High Accuracy, Interpersonal Communication, Medical Terminology, Microsoft Office, Oral Communications, Outstanding Organizational Abilities, Project Management Basics, Working Independently

Grade

G12-H

Salary Range

$29.96 - $47.92 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.