Administrative Coordinator; Obstetrics and Gynecology Maternal Fetal Medicine - Galveston QGenda

Required Education/Experience:
Bachelors degree or equivalent and two years of experience.

Preferred Qualifications:
Two years experience in an administrative support role.

• Preferred Skills/Competency:
• Good verbal and written communication
• Experience working with Kronos, People Soft , Power, AMCOM, SharePoint, and QGenda
• Proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel

Job Summary:
To manage, coordinate, and directly support the administrative and business management, and/or staff activities within the Division of Maternal Fetal Medicine.

Job Duties:
Administrative

• Provides high level of administrative support to the division of Maternal Fetal Medicine faculty including Division Chief
• Responsible for gathering faculty/NP/fellow availability for the MFM clinic and call schedules. Creates and provides a template of availability and checks schedule draft for any mistakes or conflicts. Distributes final schedule and keeps track of ongoing schedule changes as well as communicates those changes with support staff, faculty, and RMCHP Clinic managers. Assists faculty in finding coverage for clinical/call assignments when needed.
• Compiles data/reports each month for each faculty/fellow clinical/call coverage to ensure required FTEs are met.
• Independently composes and distributes monthly high-risk nurse practitioner postpartum weekend/holiday rounding schedule.
• Responsible for assigning faculty and/or fellows to the monthly L&D Nurse Strip Rounds lecture.
• KRONOS Timekeeping for Division of Maternal Fetal Medicine faculty, and staff.
• Assists with the recruitment process and new hire activities.
• Processes exit checklists for employee departures, ensuring UTMB equipment is returned, and proper checklist processes are followed for Division of Maternal Fetal Medicine.
• Coordinates all aspects of visiting faculty, including approvals, travel, meeting itinerary, etc.
• Maintains updated CV/Bio sketch for Division Chief, assigned faculty, and high-risk providers
• Maintains records of current license, certifications, and malpractice insurance
• Maintains assigned faculty CME’s/CEU’s
• Schedules, coordinates, and organizes appointments, meetings, and rooms.
• Maintains Outlook calendars for MFM Faculty including clinical assignments, lectures, meetings.
• Coordinates meeting notifications and prepares agendas.
• Responsible for drafting/distributing notes for the monthly division meeting.
• Responsible for assisting assigned faculty and high-risk nurse practitioners with Medical Staff Reappointments and licensure renewals.
• Process invoices, NON-PO/PO, order supplies, payment to outside vendors that provide services.
• Arranges travel for assigned faculty including obtaining prior approvals, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations
• Process payments for multiple faculty members annual memberships
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards
• Acts as liaison with internal and external Departments.
• Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment, and maintenance repair, purchasing, safety, and other administrative matters.
• Performs related duties as required
• Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment
• Oversees and supervises all business and administrative activities relating to the division
• Manages and directs administrative duties and determines work priorities
• Ensure smooth and seamless service in the faculty’s office, managing day-to-day activities

• Ability to think independently and make decisions as necessary

  Financial

• Maintains spreadsheet of expenditures for assigned faculty accounts
• Monitors the M&O budgets

• Managing divisional inventory

Salary Range:
Commensurate with experience.

EQUAL EMPLOYMENT OPPORTUNITY:
UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.