Executive Assistant & Project Coordinator

UMP Management Services (Non-Clinicians) Newark, California


Position at University Medical Partners

Executive Assistant and Project Coordinator
Job Description
University Medical Partners (UMP) formed in January 2017 by physicians currently practicing within several separate medical groups in the Bay Area to create a unified multi-specialty physician practice and clinical network that will serve as an exemplar for the delivery of high-quality health services in the Bay Area. 
UMP Practitioners deliver care at clinics operated by Stanford Medicine Partners (SMP), a medical foundation affiliated with Stanford University throughout the Bay Area. 

POSITION TITLE: Executive Assistant and Project Coordinator

REPORTS TO: Manager, Organizational Development and HR Business Partner
PURPOSE STATEMENT: As a member of the UMP Management Services Team, the Executive Assistant Project Coordinator will provide administrative support to the CEO, CFO, and CPO of the medical group. He/She will also be responsible to managing the basic administrative management of the office: IT support, working with maintenance/building administrators, and other related activities. This person will be responsible for periodically executing projects associated with medical group functions identified by a leader of the UMP Management Services Team. This role works collaboratively with the other members of the UMP Management Services Team, Physician Leaders, Clinic Managers, Medical Group President, UMP Board of Directors, and SMP Leadership as needed to effectively carry out his/her duties and responsibilities.  The Executive Assistant and Project Coordinator reflects and supports the mission, vision, values, and philosophy of the organization which is to deliver on the promise of Precision Health and Wellness to our patients, their families, and the community we serve.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The essential duties of this position include the following (other duties may be assigned):
  • Collaborates with Manager, Organizational Development and HR Business Partner in determining the best way to ensure time and schedule management needs are met in an effective, respectful manner.
  • Provides administrative support including preparing reports/presentations, handling correspondence, receiving visitors, answering telephones, arranging conference calls, and scheduling meetings.
  • Serves as a primary resource to the Executive team and liaison with IT for set-up, troubleshooting, and service needs including those related to telephones, computers, and hand-held devices.
  • Assist with special projects and reports as needed; Support and coordinate project deliverables to meet deadlines and maintain project schedules.
  • Track the progress of all project initiatives and tasks
  • Arranges and monitors cost-effective vendor and travel arrangements and processes reimbursements for business related expenses, including administration staff personal technology contracts.
  • Responds to general information requests addressed to Executive Leadership and proactively provides coverage in the absence of members of Executive team.
  • Serves as primary contact and resource for suppliers, vendors and systems during initial set up of office spaces for organization and for new and existing physicians on an ongoing basis.
  • Coordinates meetings for Executive Leadership and other company onsite and offsite events as assigned, including location, invitations, refreshments, audio-visual requirements, and written materials.
  • Establishes, organizes, and maintains filing system as well as office supplies tracking and ordering for organization.
  • Manages flow of information from multiple sources to appropriate department or staff member, including mail, requests for approvals, and other documents requiring input or signature.
  • Accurately enters/updates data and ensures integrity of relevant databases, including those related to vendors, contracts, and certain programs.
  • Maintains a tracking of issues as requested.
  • Provides office area oversight, including ordering as needed.
Work is performed in accordance with established schedules and procedures, but employees are expected to prioritize assignments, adjust schedules or alter sequence of steps as necessary to obtain desired results.
Ability to identify problems and seek solutions using appropriate resources.
Identifies appropriate areas for professional growth and attends continuing education classes throughout the year.
Knowledge, Skills and Abilities:
To perform the job successfully, an individual should demonstrate the following competencies:
  • Subject Matter Expertise - Must have hands-on experience in assigned functions and areas of responsibility.
  • Professional Communication – Maintain confidentiality in matters relating to patient/family and clinician conduct. Maintain professional relationships.  Relay information appropriately over telephone, E-mail, texting, and other communication devices.  Contribute to peer performance reviews as requested.
  • Teamwork –Work effectively and collaboratively with practitioners, managers and staff members.  Delegate work as needed.  Initiate problem solving and conflict resolution to foster effective work relationships with peers.
  • Visionary Leadership - Display passion and optimism; inspire respect and trust; mobilize others to fulfill the vision; provide vision and inspiration to peers and staff.
  • Change Management – Help develop workable implementation plans, communicate changes effectively.  Willingness to learn new processes related to improvement efforts.  Build commitment and overcome resistance, prepare and support those affected by change.  Monitor transition and evaluate results.
  • Leadership - Exhibit confidence in self and others; inspire and motivate others to perform well.   Effectively influence actions and opinions of others; accept feedback from others; give appropriate recognition to others.
  • Quality Management - Look for ways to improve and promote quality; demonstrate accuracy and thoroughness. Assist in the development of indicators, thresholds, study methods and data collection as assigned. Respond to problems/opportunities to improve care/customer service
Telephone (Multiline) and Headset
Personal Computer
Fax Machine
Copy Machine
Ten Key Calculator
Other department-specific equipment
General office environment with minimal exposure to excessive noise, dust and/or temperature change.
  • Bachelor’s Degree in Business Management or related field
  • At least 3-5 years of job-related experience
  • Experience working with a Medical Group (preferred)
  • Project management training (plus)
Why work with UMP:
  • Salary Range: $85,000-$100,000/annually
  • Robust benefits package
  • Annual 401k Safe Harbor contributions
  • PTO plan includes paid Holidays, Extended Sick Leave
  • CME allowance
  • Multiple health plan options
  • Dental, Vision, short-term disability, long-term disability, Life Insurance, and others
PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include ability to adjust focus.