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Brown University Health · 3 months ago

Lead Pediatric Admin Support Coordinator

Providence, RI

Full-time

Onsite

Mid Level

$26.27/hr - $43.34/hr

3+ years exp

Brown University Health is seeking a Lead Pediatric Administrative Support Coordinator to support departmental and hospital operations for pediatric areas. The role involves leading and coordinating the work of Pediatric Administrative Support Coordinators, providing academic and administrative support, and serving as a liaison between various stakeholders.

EducationHealth CareMedicalUniversities

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 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

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 Brown University Health 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

Acts 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

Tracks provider time-off and submits 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 Brown University Health policies

Contacts key stakeholders of other areas to gain additional 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

Qualification

Microsoft Office SuiteAdministrative CoordinationData EntrySchedulingInterpersonal Skills

Required

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 Brown University Health policies and departmental procedures

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