Provides an advanced level of administrative support to a single executive, physician or team. Prepares and distributes the clinical schedule for entire practice. Performs advanced administrative tasks, such as preparing correspondence, reports and memos, responding to and screening telephone calls. Collects, compiles and analyzes complex information of a highly confidential nature. Performs special projects of a highly skilled nature. Exercises considerable discretion and independent judgment.
1. Organizes, completes and distributes physician clinical schedule for all applicable sites in the practice. Obtains monthly requests from physicians for time off and successfully incorporates requests in to the schedule, when possible. Communicates with part-time physicians for availability to fill the schedule. Presents completed schedule to regional medical director for final approval.
2. Assists with practice physician recruitment efforts by arranging meetings and interviews with site specific leadership, making dining reservations and arranging for a tour of clinical areas.
3. Facilitates site orientation for new physicians by arranging for computer access through the hospital IT, scheduling a member of leadership to be present on the first day to orient the new physician, and arranging locker space, lab coat, mailbox, etc. Communicates with hospital credentialing office to ensure physician is approved to work clinically.
4. Edits, formats, and reviews a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors. Converts rough copy and drafts to final version quality reports, presentations, and documents.
5. May draft routine correspondence and replies to inquiries which do not require technical program knowledge if directed by supervisor.
6. Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Independently creates reports as needed.
7. Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.
8. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background material.
9. Orders and maintains supplies and arranges for equipment maintenance. Reads and routes incoming mail, faxes and messages. Maintains filing system in organized manner.
10. Receives and screens telephone calls and visitors in a friendly courteous, professional manner. Avoids putting callers on hold unnecessarily and returns to holding calls quickly. Takes legible, accurate and complete information. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate. Takes necessary measures to insure the intended received is notified promptly and provided the necessary information to address the callers’ needs. Documents calls and resolutions as appropriate and/or designated to process improvement purposes.
11. May facilitate necessary arrangements for travel and independently perform required administrative follow-up and recordkeeping.
12. Schedules meetings and coordinates meeting space ensuring that management has required materials for meeting, including food when applicable. Consistently aware of management’s schedule to assist in timeliness. When directed by management, attends meetings, records minutes, and distributes minutes to applicable people.
13. Prepares and submits biweekly physician and administrative payroll to regional medical director for review and approval. Transmits final approved payroll to UMEMN.
14. Acts as intermediary for management, interacting with officials, staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues. Anticipates supervisor’s course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.
15. Responsible for the physical environment, consistently insures professional appearance of office. Provides guidance and instruction to other office support staff.
16. Maintains department staff records. Tracks various training for physicians and staff. Schedules appropriate trainings based on job titles as directed.
Experience in the healthcare industry a must. Experience with mulit-physician scheduling required. Our ideal candidate will possess a high level of professionalism, strong administrative writing skills, and be proficient with the following: supply management, scheduling, Microsoft Office, organization, time management, travel logistics, and verbal communication.