Pediatric Admin Support Coordinator

Overview

The pediatric administrative support coordinator directly reports to the Director of Business Affairs, Administrative manager or his/her designee with functional reporting relationship to physician leader of multiple departments. Performs a variety of administrative functions to support departmental and hospital operations for pediatric areas. Brown University Health employees are expected to role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:
Instill Trust and Value Differences, Patient and Community Focus, and Collaborate.

• Provides academic and administrative support, including maintenance of calendars, files, and travel arrangements. Serves as liaison between physician leader and hospital administration, research, clinical practice staff, Brown Medical School, affiliated hospitals, and other institutions as necessary.
• Coordinates and communicates with clinical practice leaders to ensure continuity of provider’s inpatient and outpatient time.
• Assists with faculty recruitment and/or guest speakers, including scheduling and creating interview schedules, advertisements, distributing CVs, travel/hotel arrangements, creating itineraries, dinner arrangements, and follow-up evaluations.
• Creates and maintains on-call scheduling, clinic schedules, and/or resident and student schedules; disseminates final and updated schedules via multi-channel approaches (email, calendars, websites/systems, etc.).
• Serves as primary point of contact to facilitate key aspects of physician onboarding for medical staff and payer enrollment; reports status changes or delays in onboarding to the Director and assists with timely follow-up.
• Coordinates provider re-credentialing, privilege renewals, and ensures required licenses are kept up to date.
• Completes system access requests and other requirements for volunteers, non-GME students, and other visitors who may require temporary access to Brown University Health systems.
• Collaborates with marketing and communications to ensure updated service line content on public and internal websites.
• Assists with academic and research duties; coordinates with Brown University departments as needed.
• Maintains records and statistics for departments; prepares statistical reports, charts, and graphs; basic calculations; experience with Microsoft Excel and Microsoft PowerPoint.
• Initiates, maintains and purges files as necessary; data entry and reconciliation of paper files; maintains confidential departmental records including budgets, payroll, personnel data, and emergency contact lists.
• Maintains office supply inventory; orders supplies and prepares purchase orders; maintains accurate records of expenditures with supporting documentation per policy; reconciles materials received against orders and invoices.
• Prepares and follows up on check requests and purchase orders; processes reimbursements for faculty members and tracks allowable expenses.
• Schedules and coordinates meetings; compiles and distributes agendas and related materials; may attend meetings to transcribe and disseminate minutes.
• Answers telephone and greets visitors; acts as a resource to resolve computer and other technical barriers for faculty members.
• Initiates and follows up on facility work orders; elevates to leadership as needed.
• Acts as payroll timekeeper, including creating/updating work schedules, modifying timesheets in the payroll system, processing payroll forms, and tracking provider time off for monthly submission to the admin office.
• Provides information and resolves matters according to established policies, drawing on knowledge of departments, hospital operations, and Brown University Health policies; contacts key stakeholders as needed for additional knowledge.
• May assume regular responsibility for recurring projects or programs requiring knowledge of practice/department operations and…