Executive Assistant

• Answer telephone calls, screen and direct calls, provide directions, and take messages
• Schedule patients, manage calendars, schedule surgical procedures and ancillary services, and coordinate deposition scheduling
• Design, analyze, and coordinate master and other schedules
• Maintain, track, and send charts; provide scribing and administrative support to clinical staff
• Type letters, memoranda, manuscripts, grants, and other correspondence; compose and edit correspondence
• Create forms, spreadsheets, tables, charts, databases, and presentations
• Perform file and record management; prepare patient records and obtain new medical record numbers
• Complete and process reports, forms, reimbursements, authorizations, and pre-certifications
• Conduct on-the-job training and provide input into performance appraisals
• Direct the work of employees, work-study students, temporary staff, volunteers, and others
• Create meeting agendas and take minutes
• Coordinate conferences and meetings and make travel arrangements
• Track budgets, maintain records, address billing concerns, resolve patient billing issues, maintain bookkeeping and petty cash, collect patient payments, balance cash, and review billing sheets
• Prepare grants and negotiate outside contracts
• Perform other duties as required or assigned

Senior Clinical Secretary – Gastroenterology & Hepatology

• Schedule patients for same-day inpatient procedures
• Schedule patients for laboratory testing, ancillary services, physician appointments, ICD and pacemaker appointments, and outreach
• Notify patients about appointments, labs, testing, procedures, and preparation
• Notify physicians, technicians, and nurses about patients' special needs and situations
• Coordinate inpatient transfers and admissions
• Input and edit the master schedule
• Obtain and document authorizations and pre-certifications
• Coordinate daily procedure and weekly schedules
• Deliver day sheets, schedules, and procedure folders to physicians, nurses, labs, and the same-day department
• Process laboratory day sheets from the previous day
• Obtain films, reports, and patient histories
• Process, upload, and file reports
• Notify physicians of meetings, conferences, and patient procedure dates
• Maintain logs, code NNE reports, and run monthly reports
• Maintain stock of supplies, brochures, and forms
• Monitor and update rotaries
• Perform other duties as required or assigned

Senior Clinical Secretary – Procedures, Radiation Oncology

• Provide comprehensive administrative support to the Site Head and Senior Leadership Team
• Represent the executive team professionally while maintaining strict confidentiality
• Identify, drive, plan, execute, and report on projects within scope, cost, and time constraints
• Guide senior leadership through Novo Nordisk systems and processes
• Manage the Site Head’s calendar, resolve conflicts, schedule meetings, arrange travel, and coordinate logistics
• Plan and coordinate large meetings, international meetings, group events, and facility tours
• Prepare agendas, presentations, reports, meeting minutes, and follow-up documentation
• Review, prioritize, and act on incoming communications
• Partner with internal communications to prepare site communications and announcements
• Collaborate with P&O on site initiatives, engagement, and NNWay facilitation
• Maintain extensive knowledge of the West Lebanon facility, including shift schedules, management team, and organizational structure
• Support the Site Head and family on international mobility assignment matters when applicable
• Serve as an anchor and resource for the Site Head and Senior Leadership Team
• Drive and own the shared agenda for administrative assistants; assign work, review work, and provide training, assistance, and mentoring
• Arrange catering, expense reporting/approval, town hall events, facility tours, and visitor logistics
• Perform duties in a compliant and ethical manner in accordance with applicable healthcare laws, regulations, and industry codes
• Incorporate the Novo Nordisk Way and 10 Essentials into activities and interactions