Admin Services Coordinator - Hospital Medicine

Overview

Job Summary Contribute to the success of the daily operations of the Division of Hospital Medicine by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.

• Operational Support and Management:
  Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Director of the Adult Hospitalist Program, and Directors of Clinical Operations, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.
• Coordinate hospitalist meetings and conferences, including gathering data, preparing agendas, and ensuring details are accurate. Plan and arrange for appropriate facilities and services in conjunction with program activities and events.
• Provide administrative support to the Department of Internal Medicine’s Adult Hospitalist Program leadership team including, but not limited to meeting planning and additional administrative functions as needed.
• Assist Division Coordinator in processing benefit time and clinical changes in Smart Web and Elms for assigned division faculty members. Ensure compliance with department and enterprise policies.
• Assist with organization of resident and medical student rotations. This includes maintaining and dispersing materials for surgical co-management rotation to faculty, residents, and hospital staff. Manage on-call calendars for surgical co-management residents in Smart Web.

• Serve as division contact for job shadows and observerships; prepare and file documentation following hospital and departmental policies in accordance with College of Medicine guidelines.
• Support leadership team in scheduling and coordinating annual reviews.
• Serve as contact for provider license renewals and compliances.
• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• May provide functional and/or administrative supervision for students/temporary staff.

• Serve as backup point of contact for office purchases, serving as liaison between Department and outside vendors, obtain appropriate approvals, document and track expenditures.
• Reconcile division procurement cards, as needed.

• May assist in the coordination/preparation of strategic plans in support of the Hospital Based Programs and Division of General Internal Medicine’s Coordinators & Administrators.

• Serve as liaison between Hospital Medicine faculty APPs, and staff. Resolve issues based on knowledge and contact experts as needed.

• Serve as liaison to Hospital Medicine faculty and staff, students, alumni and public.
• Serve as primary contact for building maintenance and facilities management.

• A Bachelor's degree or an equivalent combination of education and experience is required.
• Excellent customer service, public contact and written/verbal communication skills are required.
• Proficient skills in computer software applications (MS Word, Excel, Outlook, and PowerPoint) are required.
• 6 months or more of administrative experience is required.

• Experience supporting program directors.
• Experience interacting with patients and faculty in a healthcare setting is highly desirable.
• Prior EPIC experience is highly desirable.
• Experience planning and/or organizing meetings and group events and serving as a liaison is desirable.
• Experience tracking expenses is desirable.
• Knowledge of University procurement and travel policies is desirable.

In Order To Be Considered For An Interview, Applicants Must Upload The Following Documents And Mark Them As a “Relevant File” To The Submission

• Resume
• Cover Letter

Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact ashley-rayer.

• Classification
  
  Title:
  
  Admin Services Coordinator
• Appointment Type:
  Professional and Scientific
• Schedule:
  
  Full-time

• Pay Level: 2B

• Organization:
  Healthcare
• Contact Name:
  Ashley Nelson
• Contact Email: ashley-rayer