Executive Medical Administrative Coordinator (Physician Staffing & Scheduling)

Job Description

Job Description

Executive Medical Administrative Coordinator (Physician Staffing & Scheduling)

Job Type: Full-Time, Direct-Hire (Permanent placement on company payroll with immediate full benefits; not a temporary job )

Location: Pittsburgh, PA 15213 (Oakland – Hybrid work arrangement available)

Schedule: Monday – Friday, Day Shift (Standard daylight hours with predictable schedule)

New Hire Starting Base Pay: $25.40 – $30.01 per hour (Starting pay based on experience, with clear advancement pathways as you build specialized expertise.)

Future Earning Potential: Established employees have the opportunity to earn progressive pay increases up to $43.85 per hour over time through performance, tenure, and continuous learning.

Mandatory Qualifications

• Education & Experience:
  • Bachelor’s Degree in Business, Communications, or a related field coupled with 3 years of executive-level administrative support experience; OR
  • High School Diploma/GED with 5 years of executive-level administrative support experience and employer-sponsored/formal vocational training.
• Complex Scheduling Background: Demonstrated experience managing large-scale clinical staff scheduling, physician coverage, or surgical scheduling across multiple locations .
• Technical Proficiency: Advanced computer skills in Microsoft Office (Word, Excel, PowerPoint), calendar management systems, and administrative software.
• Core Competencies: Exceptional attention to detail, strong problem-solving skills under tight deadlines, financial/payroll tracking experience, and diplomatic communication abilities.

How You'll Make an Impact

• Physician Staffing & Master Scheduling: Construct, manage, and coordinate complex physician staffing schedules across multiple regional hospitals and surgical centers.
• Executive Administrative Operations: Provide high-level administrative support to clinical directors, maintain complex executive calendars, coordinate travel, manage meeting logistics, and draft formal meeting minutes.
• Fiscal & Payroll Support: Process department payroll functions, track budget variances, manage purchase requisitions, process expense reimbursements, and monitor position control forms.
• Facility & Vendor Coordination: Manage department supply inventory, equipment maintenance requests, and serve as a diplomatic liaison to internal/external contractors and service providers.
• Special Projects & Interdepartmental Support: Lead assigned administrative projects, prioritize workflow to meet strict operational deadlines, and ensure strict confidentiality of sensitive clinical and executive data.

What We Offer

• Flexible Work Model: Modern hybrid work arrangement combining on-site collaboration with work-from-home flexibility.
• Comprehensive Benefits Package: Top-tier health, dental, and vision insurance starting day one.
• Generous Retirement Match: Retirement savings with up to an 8% employer match contribution.
• Education Investment: Up to $6,000/year in tuition assistance plus tuition discounts at 30+ partner schools.