Silicon Valley Medical Development is currently seeking a talented Administrative Manager of Executive Office to join our growing healthcare team!

Pay: $85,594-$136,950 annually

Location:Los Gatos -Onsite

Shift: M-F, 8am-5:30pm

Silicon Valley Medical Development, (SVMD) LLC dba El Camino Health Medical Network (ECHMN) is a growing provider services organization with community-based ambulatory care clinics and practices in Santa Clara County. 

SVMD/ECHMN seeks to coordinate care that best fits the needs of the communities we serve, with like-minded people who want to simplify the healthcare experience. With a commitment to teamwork and quality, together we can offer exceptional care to our patients.

This position is responsible for supporting the overall operations of SVMD/ECHMN by providing executive level administrative support to the President, Chief Operating Officer, and Physician Leaders.

The Administrative Manager is a direct extension of the Office of the President. This role organizes and directs office operations and activities in support of the Medical Network, including oversight of the Executive Assistant, the Administrative Coordinator, and physician-facing functions to assure smooth and efficient running of operations. The Administrative Manager is a partner to the President, Chief Operating Officer, and physicians’ practices. This role performs work of a highly confidential and critical nature. This involves either direct or indirect responsibility for fiscal planning and management, staffing, best practices standardization for support staff, physician/provider satisfaction, space transformation, continuous process improvement, and change management. These responsibilities are executed in partnership with President and Chief Operating Officer, with engagement from executive leadership. He/she serves as a member of SVMD/ECHMN’s leadership team and works with teams across the Medical Network to ensure operational effectiveness.

Key Responsibilities

• Executive Assistant to provide exceptional executive support and efficient office management that enables the CEO and Executive team to achieve their goals.

• Serve as a direct extension to the Office of the President and administrative foundation for the Medical Network
• Manage calendars for the President and Chief Operating Officer
• Act as a liaison for providers and staff.
• Represent the Medical Network in communications, including support of key committees such as Joint Operating Committees (JOCs), Board Meetings, and future Joint Leadership Councils
• Prepare meeting agenda, materials, and minutes for meetings and committees pertaining to the President and Medical Network
• Oversight of Executive Assistant, and Administrative Coordinator to ensure that the day- to-day functions, i.e. stocking needs, mail, visitor log, Maintain well-stocked office and kitchen supplies and other essential daily functions, while under the guidance and supervision of this role.
• Develops and implements efficient and effective systems including databases, spreadsheet trackers, document management and filing systems for managing information, projects, and communications to ensure accurate and timely results and outcomes; create visual computer dashboards
• Create office workflows to capture and standardize needs such as ordering supplies, requesting time off, etc.
• Functions as the gatekeeper and understands the requirements of the President and Medical Network, in order to prioritize work according to urgency and to allocate time accordingly
• May respond as directed to a wide variety of questions and issues from providers, staff, and the public on behalf of the President and Executive Team, including those highly sensitive in nature
• Research, compile, and summarize complex and/or highly sensitive issues, policies, and topics; provides background information, talking points and briefing materials for the President
• Briefs President and Executive Team in a timely fashion, concerning priorities and deadlines, and the status of pending issues
• Makes contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy
• Researches, analyzes and synthesizes information to prepare the President and Executive Team’s written communications (i.e., briefings, reports, and summaries)
• Coordinates information from other departments and sources, and tracks to ensure completion with sufficient time for the President and Executive Team’s review in advance of meetings
• Prepares meeting agendas, attends Board and Committee meetings and takes/prepares minutes
• Plans and attends meetings, team huddles and events
• Troubleshoots and coordinates to ensure technology is accurately set-up and functioning for meetings (i.e., Zoom, WebEx, call-in numbers, audiovisual)
• Onsite visits: management of badging system, supplies, deliveries, stock, corporate morale
• Takes patient, staff and/or provider complaints, and provides appropriate service recovery
• Supports the President to achieve on-time starts and end to meetings and conference calls, both onsite and offsite
• Demonstrates consistent teamwork, comradery and positive morale with colleagues, staff, providers, managers and senior leadership
• Serves as a resource to the President and others regarding business processes, approvals required and how to navigate the organization 
• Performs other duties and projects as assigned

Minimum Requirements:

• Associates degree with seven (7) years of administrative experience, at least three (3) years at the executive level or Bachelor's degree with five (5) years of experience or equivalent
• Highly prefer prior executive administrative experience in a healthcare organization (i.e., medical foundation, medical group, ambulatory care organization or acute care hospital)
• Prefer project management certification
• Strong skills to communicate and influence effectively with all levels of the organization including outside vendors, employees, providers/physicians and members of the executive team, both verbally and in writing
• Strong interpersonal skills and customer service experience
• Strong critical thinking and problem-resolution skills
• Expert level experience using Microsoft Office applications, including Word, Excel, PowerPoint, Visio and Outlook
• Excellent organizational skills and able to work independently
• Demonstrated ability to work effectively in a team environment
• Demonstrated ability to be flexible and work under changing conditions requiring the reprioritization of workflow
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization.
• Ability to multi-task with demanding timeframes
• Ability to use a high level of discretion and maintain all confidentiality
• Small to mid-level project management skills.