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Educational Program Coordinator/Executive Assistant

TITLE: Educational Program Coordinator/Executive Assistant

DIVISION: Center for Economic Affairs

REPORTS TO: Vice President, Center for Economic Affairs

OFFICE LOCATION: Sacramento

EXEMPTION STATUS: Non-Exempt

POSITION SUMMARY: Coordinate scheduling and marketing of appropriate web-based educational programming and host those events. Coordinate scheduling of all in-person seminars conducted by CES staff by working with county medical/specialty societies or other entities. Perform a variety of complex administrative and support functions within the Center for Economic Services (CES) under the general supervision of the Center Vice President (VP). Responsible for primary support of VP and CES. 

DUTIES/RESPONSIBILITIES

  • Responsible for working with CMA staff to develop a proactive webinar plan on timely, relevant topics of interest to physicians. 

  • Responsible for all tasks associated with webinar registration including working with appropriate staff to develop webinar summary, posting event to CMA website, and working with the Communications team to promote events.

  • Ensures the Webinar Presenter Agreement is completed, if applicable.

  • Conducts pre-webinar training/testing with presenters on technology, process flow, etc., hosts the events and ensures the presentations are loaded to on -demand library on the CMA website.

  • Point on scheduling of all CES in-person presentations with county medical associations and others.

  • Performs complex calendaring and administrative work, involving independent judgment and discretion, necessary to manage the workflow, travel logistics, and scheduling associated with the VP and CES with an understanding of priorities.

  • Assists with monitoring due dates for scheduled tasks and alerting VP of impending deliverables.

  • Maintains strong customer service relationship with members, other staff and county medical staff.

  • Fields member calls, performs triage of issues, and either resolves or works with other CES staff to resolve in a timely manner.

  • Works as part of administrative team to support CMA events.

  • Design, review and maintain filing systems and other clerical procedures for use within CES department. 

  • Compiles background information and briefing material for meetings. 

  • Maintains liaison with physicians, medical staff professionals, county medical associations, and association leaders. 

  • Prepares general correspondence, edits and proofreads various documents and reports independently. 

  • Makes travel and meeting arrangements for VP and CES staff and prepares expense reimbursements. 

  • Schedules meetings with an understanding of priorities. 

  • Screens and/or selectively refers calls and e-mail to appropriate staff for resolution. 

  • Coordinates monthly schedules for staffing the Physician and Dentist Confidential Line and assists with CMA related inquiries as needed.

  • Performs other related work as assigned.

KNOWLEDGE/EXPERIENCE

  • Works efficiently and effectively under pressure with the ability to prioritize workload

  • Familiarity with GoToWebinar and/or other webinar/conference software

  • Demonstrated ability to manage complex tasks, such as travel arrangements, hotels and other logistics quickly and accurately

  • Work efficiently and effectively under pressure with the ability to prioritize workload

  • Ability to remain organized and professional in a fast paced and changing environment

  • Employ good judgment and make sound decisions in accordance with established procedures and policies

  • Work extended hours as necessary when Association functions or Center workload dictates

  • Establish and maintain cooperative relationships with member practices and others contacted in the course of work

  • Excellent verbal and written skills

  • Proficient use of Outlook e-mail and Internet

  • Strong computer skills with advanced knowledge of Microsoft Word, Excel, Power Point. 

PHYSICAL REQUIREMENTS
Visual acuity to read hard copy and electronic media, hearing and communication ability sufficient to easily understand verbal communications and be able to respond, manual dexterity and physical strength sufficient to manage multiple page reports as well as provider manuals and reference manuals.  Requires calm, professional demeanor and ability to work under stress.

EQUIPMENT OPERATION
Position requires operation of normal office equipment, computer, printers, photocopying, fax machines and multi-line phone.

TRAVEL

  • Some travel required.
  • Work extended hours as necessary when events require.

EDUCATION
College degree preferred or equivalent combination of education and 5 years’ experience in administrative/support role.

(This job description reflects the general level and nature of the job.  It is not intended to be all inclusive.)

Apply for this position

To apply, please download the application form and email your cover letter, resume and completed application form to Human Resources.