Executive Secretary, OBGYN, Fulltime, First Shift

Job Description

Provide support to departmental Division Directors. Perform secretarial duties as required to support operations of the department. Perform secretarial duties as required to support operations of the department.

Responsibilities

The Executive Secretary provides advanced, high-level administrative and operational support to departmental leadership, faculty, and clinical teams. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage complex scheduling, communication, and workflow processes in a fast-paced academic medical environment. Knowledge of EPIC for patient coordination is preferred. The Executive Secretary ensures efficient daily operations, supports clinical and academic activities, and contributes to the overall effectiveness of the department.

Responsibilities

Clinical and Scheduling Support

• Utilize EPIC to support clinical workflow, including patient schedule verification, retrieving clinical records, and facilitating communication with care teams.
• Monitor and alert physicians of scheduling conflicts, urgent issues, or workflow needs.
• Coordinate physician schedules for peer-to-peer insurance reviews; communicate directly with insurance companies to arrange appointments based on physician availability.
• Serve as a point of contact for internal and external inquiries; triage calls appropriately and avoid cold transfers to physicians.

Meeting and Event Coordination

• Coordinate and schedule departmental, committee, and program meetings; prepare agendas, distribute materials, and record minutes as requested.
• Arrange virtual meetings and ensure appropriate access roles (e.g., assigning physicians as alternate hosts).
• Assist in planning departmental events, lectures, faculty onboarding sessions, and educational activities.

Compliance, Licensing, and Credentialing

• Track and manage Continuing Medical Education (CME) credits through the UC CloudCME system for license renewal and credentialing.
• Maintain tracking systems for medical, DEA, and other required licensure; notify physicians of upcoming renewal deadlines and assist with documentation as needed.
• Ensure administrative operations align with institutional policies, regulatory requirements, and departmental standards.
• Maintain accurate records for payments, reimbursements, and compliance-related documentation.

Travel, Finance, and Reporting

• Coordinate travel arrangements for faculty and leadership, including transportation, lodging, and conference registrations.
• Prepare, submit, and reconcile expense reports using Concur; ensure timely processing and compliance with institutional guidelines.
• Monitor physician Professional Development Accounts (PDA) and prepare quarterly financial summaries.

Operational and Departmental Support

• Assist with onboarding of new faculty, residents, fellows, and administrative staff, including access setup, orientation scheduling, and resource coordination.
• Maintain organized electronic and physical filing systems for departmental documents, ensuring accuracy, accessibility, and confidentiality.
• Provide document formatting and editing support using Word, PowerPoint, and other software tools.
• Collaborate with leadership in monthly meetings to review departmental needs, updates, and process improvements.
• Coordinate with internal departments, external vendors, and patients to facilitate smooth operations and professional communication.
• Support special projects and departmental initiatives as assigned.

Other Duties

• Perform other related administrative responsibilities as assigned to support departmental operations and leadership needs.

Qualifications

Required Qualifications:

• High school diploma or GED
  ; associate or bachelor's degree preferred.
• 3+ years of administrative or executive support experience, preferably in a healthcare setting.
• Proficiency in MS Office , EPIC systems is a plus.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Discretion with confidential information.

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About UC Health


UC Health is an integrated academic health system serving Greater Cincinnati and Northern Kentucky. In partnership with the University of Cincinnati, UC Health combines clinical expertise and compassion with research and teaching-a combination that provides patients with options for even the most complex situations. Members of UC Health include: UC Medical Center, West Chester Hospital, University of Cincinnati Physicians and UC Health Ambulatory Services (with more than 900 board-certified clinicians and surgeons), Lindner Center of HOPE and several specialized institutes including: UC Gardner Neuroscience Institute and the University of Cincinnati Cancer Center. Many UC Health locations have received national recognition for outstanding quality and patient satisfaction. Learn more at uchealth.com.


At UC Health, we're proud to have the best and brightest teams and clinicians collaborating toward our common purpose: to advance healing and reduce suffering.

As the region's adult academic health system, we strive for innovation and provide world-class care for not only our community, but patients from all over the world. Join our team and you'll be able to develop your skills, grow your career, build relationships with your peers and patients, and help us be a source of hope for our friends and neighbors.


UC Health is an EEO employer.