Summary:
The Lead 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 to support departmental and hospital operations for pediatric areas.
Under general supervision but according to established policies and procedures functions as a lead or resource person for Pediatric Administrative Support Coordinators. Utilizes experience-based knowledge of specific department operations in order to assign work establish work schedules and review the work of others. Regularly performs a variety of administrative support coordinator duties in addition to lead responsibilities.
Responsibilities:
Functions as a lead or resource person for departmental administrative employees assigns and reviews work assists in the orientation and training of new employees and is responsible for coordinating the flow of work through an assigned area of responsibility.
May provide input into the development of work procedures within an assigned unit/department and maintains daily time schedules.
Demonstrates understanding of job description performance expectations and competency assessment plan.
Assists other Pediatric Admin Support Coordinators with complex and/or sensitive work related matters. Explains and instructs new procedures reports formats codes etc.
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.
Coordination and communication with clinical practice leaders to ensure continuity of provider�s inpatient and outpatient time.
Assists with faculty recruitment and/or guest speakers including but not limited to scheduling and creating interview schedules advertisements distributing CV reviews travel/hotel arrangements creating itineraries dinner arrangements follow-up evaluations.
Assists with the creation and maintaining on-call scheduling clinic schedules and/or resident and student schedules. Disseminating final and updated schedules as needed via multi-channels (i.e. 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 to Director if status changes or delays in onboarding and assists in timely follow up with physician.
Responsible for coordinating provider re-credentialing privilege renewals and ensuring renewals for 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 Lifespan systems.
Collaborates with marketing and communications to ensure updated service line content on public and internal websites.
Assists with academic and research duties. Coordination with Brown University departments if needed.
Maintains records and statistics for departments as required. Prepares statistical reports charts and graphs which may require basic calculations and experience with Microsoft Excel and Microsoft PowerPoint.
Initiates maintains and purges files as necessary including 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 relevant expenditures and is able to provide supporting documentation according to Lifespan policy. Reconciles materials received against orders and invoice.
Prepares and follows up on check requests and purchase orders. Processes reimbursements for faculty members and is responsible for accurately tracking allowable expenses by faculty member.
Schedules and coordinates meetings. Compiles and distributes agendas and related materials as directed. May attend meetings to transcribe and disseminate meeting minutes.
Answers telephone and receives visitors into the area or on behalf of faculty member or leadership team.
Acts as a resource to resolve computer and other technical barriers for faculty members.
Initiates and follow-ups on facility work orders until issues are resolved. Elevates to leadership as needed.
Act as a payroll timekeeper which can include but is not limited to creating and updating work schedules and modifying timesheets in the payroll system. Processing payroll forms as needed. Track provider time-off and submit to monthly to admin office.
Provides information often resolves matters according to established policies drawing on knowledge of the individual departments general hospital operations and all Lifespan policies. Contacts key stakeholders of other areas to gain additioanl knowledge if needed.
May assume regular responsibility for recurring projects or programs requiring knowledge of practice or department operations and use of independent judgment.
As appropriate obtains quotes for equipment upgrades or other office needs.
Performs other duties as assigned.
Other information:
BASIC KNOWLEDGE:
Equivalent to Associates Degree in related field. Extensive experience may be considered in lieu of formal education.
Typing and computer skills for multiple systems. Required experience with Microsoft products (i.e. Word Outlook Excel PowerPoint Sharepoint Teams etc.) beyond basic functions.
Organization skills and ability to prioritize work as assigned is essential.
Ability to perform independently within Lifespan policies and departmental procedures. Refers complex problems to manager or other stakeholders when clarification of policies and procedures are required
EXPERIENCE:
Minimum of three to five years of progressively complex administrative positions within a hospital outpatient clinic or academics. Must possess base knowledge of general support functions ability to effectively coordinate work exercise judgement and excellent interpersonal skills.
SUPERVISORY RESPONSIBILITY:
None
Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status. Lifespan is a VEVRAA Federal Contractor.
Location: Rhode Island Hospital USA:RI:Providence
Work Type: Full Time
Shift: Shift 1
Union: Non-Union
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