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Executive Coordinator – Office of the CMO/CNO

Position Summary:
We are seeking a highly organized, discreet, and proactive Executive Coordinator to support the Chief Medical Officer (CMO) and Chief Nursing Officer (CNO). This role requires handling a wide range of complex and confidential administrative tasks, while also supporting the broader Administrative Team when needed. The ideal candidate will exercise sound judgment, maintain strict confidentiality, and demonstrate strong interpersonal, communication, and organizational skills.

This position requires thorough knowledge of corporate, hospital, and departmental procedures, along with familiarity with CMS Conditions of Participation (CoP), Title 22, and other relevant regulatory standards.

Key Responsibilities:

• Strategically manage and coordinate daily schedules, meetings, and activities for the CMO/CNO and other senior leaders, including calendar oversight, document preparation, travel arrangements, and expense reporting.

• Provide direct support to the CMO/CNO in managing high-level initiatives, education sessions, special projects, and regulatory readiness, including compliance with the organization's performance improvement and strategic plans.

• Assist in planning and coordinating on-site and off-site retreats, trainings, and educational events. Responsibilities include location booking, rate negotiation, logistics, catering coordination, and preparation of all meeting materials.

• Assist the CMO/CNO and other senior leadership with regulatory and licensing activities, including the completion, submission, and tracking of licensing applications, renewals, updates, and related documentation. Provide on-site support during visits from licensing and regulatory agencies to ensure smooth coordination and compliance.

• Research, compile, analyze, and summarize information as needed for reporting purposes and as a resource for management.

• Receive and screen visitors, including physicians and employees, offering assistance as required. Answer, screen, and place phone calls, resolving issues when possible or directing them to the appropriate parties.

• Open, route, and handle incoming mail for the CMO/CNO, prioritizing materials for timely action.

• Attend designated committee meetings, coordinate the preparation of agendas, and take minutes as assigned.

• Maintain strict confidentiality of all sensitive information in accordance with Dignity Health and St. Joseph's Medical Center policies.

• Organize and maintain executive and/or departmental files, ensuring proper storage and management of documents.

• Process and input patient complaints when the Liaison is unavailable, ensuring compliance with regulatory standards and procedures.

• Facilitate organizational change as needed to achieve regional objectives for quality, access, and cost-effective services.

• Perform other related duties as required or assigned.

Minimum Qualifications:

• Minimum of five (5) years of experience as an Executive Assistant, Executive Coordinator, or Executive Secretary, with at least five (5) years providing direct administrative support to executive- or department-level leadership.

• High School Diploma or GED required; two (2) years of equivalent work experience may be considered in lieu of education.

• Demonstrated reliability, flexibility, and adaptability; must thrive in a fast-paced, team-oriented environment.

• Strong organizational and interpersonal skills, with the ability to manage and prioritize multiple tasks effectively.

• Excellent verbal and written communication skills, including professional grammar, spelling, and punctuation.

• Ability to remain composed and focused under pressure while maintaining mental alertness over extended periods.

• Proven capacity to handle confidential information with discretion and make sound, independent decisions.

• Strong working knowledge of medical contracts.

• Proficiency in modern office tools and software, particularly Google Workspace (Docs, Sheets, Slides, Forms, Gmail, and Calendar).

• Accurate typing skills sufficient for timely document preparation.

Preferred Qualifications:

• College degree preferred; equivalent professional experience may be accepted in lieu of formal education.

• Previous experience in a healthcare or hospital setting is highly desirable.

St. Joseph's Medical Center is a member of Dignity Health. The word dignity perfectly defines what our organization stands for showing respect for all people by providing excellent care. St. Joseph's Medical Center was founded in 1899 under the direction of the Dominican Sisters of San Rafael and is a not-for-profit, fully-accredited regional hospital with 395 beds, a physician staff of over 400 and more than 2400 employees. Specializing in cardiovascular care, comprehensive cancer services, and women and children's services, including neonatal intensive care, St. Joseph's is the largest hospital, as well as the largest private employer, in Stockton, California. Nationally recognized as a quality leader, St. Joseph's is consistently chosen as the most preferred hospital by local consumers.