OR Office Manager

Summary

Performs a wide variety of office management duties customarily and regularly requiring an exercise of independent judgment, confidentiality and discretion in support of the Director of Surgical Services, Vice President of Operations and President. Performs a wide variety of administrative duties customarily and regularly requiring an exercise of independent judgment, confidentiality and discretion in support of the day-to‑day Surgical Services / Executive Operation activities at VBMC for the Managers of the Peri‑Operative, Main OR, VASC,FASC and Central Sterile Processing , and Administrative Offices.

• Performs a wide variety of office management duties customarily and regularly requiring an exercise of independent judgment, confidentiality and discretion in support of the Director of Surgical Services, Vice President of Operations and President.
• Regularly responds to questions and requests for information requiring an exercise of independent judgment, confidentiality, and discretion.
• Communicates any significant issues or concerns that have arisen to the Director of Surgical Services, Vice President of Operations and President.
• Manages the calendar for Director of Surgical Services, Vice President of Operations, four Surgical Services Managers, and two Associate Nurse Mangers. Schedules meetings with both internal and external personnel, documenting accurate times and contacting appropriate individuals, allowing time for routine work and controlling interruptions.
• Manages a variety of reports to appropriate personnel in a timely fashion and within established guidelines.
• Accurately types correspondence including confidential letters, memorandums, policies, reports in a professional and timely manner.
• Proofreads all typed correspondence, revising and changing as necessary to ensure accuracy before submission or distribution.
• Accurately types confidential agendas and minutes of regular and special meetings. Maintains and distributes minutes within established time frames.
• Prepares and manages confidential file materials.
• Provide support for Executive Assistants (substituting as requested.)

• Performs necessary preparation of Monthly/ Quarterly Service Line Meetings.
• Schedules meetings for the following: OR Committee, Surgical M&M, Vascular Service Line, Robotic Steering Committee, Gastroenterology, Multi‑Disciplinary Orthopedic Meeting, Neuro –Science Service Line, Surgical PI, Trauma (as requested).
• Schedules with both internal and external personnel.
• Document accurate times and contact appropriate individuals.
• Send meeting reminder notices.
• Data collection.
• Prepare agendas.
• PowerPoint preparation, compile packets.
• Resulting minute transcription.

• Consistently provide clear organizational expectations for compliance of vendor credentialing.
• Review OR schedule for vendor participation in cases.
• Confirm vendor credentials for entry privileges. Notify vendor of noncompliance.
• Enter appointments for OR cases.

• Coordinates all activities involved in the accurate preparation of customary and confidential departmental correspondence to facilitate ongoing communications and efficient departmental/hospital operations.
• Composes and types administrative correspondence such as letters, memorandums, policies, reports, proposals, minutes, annual staff appraisals, etc., from either note, handwritten drafts or dictation, in an accurate, neat and timely manner as assigned.
• Ensures accurate duplication and distribution of all correspondence to appropriate personnel.
• Manages departmental records and establishes departmental filing systems to ensure the expeditious retrieval of information so that department head and department staff can accomplish their responsibilities.
• Coordinates the duplication and collation of materials on a regular basis, filing masters and copies as appropriate.

• Support the Capital…