Brown University Health · 1 day ago
Pediatric Admin Support Coordinator
Providence, RI
Full-time
Onsite
Entry, Mid Level
$24.29/hr - $40.07/hr
2+ years expBrown University Health is seeking a Pediatric Admin Support Coordinator to provide administrative support within pediatric departments. The role involves coordinating schedules, assisting with faculty recruitment, and maintaining departmental records to ensure smooth operations.
EducationHealth CareMedicalUniversities
Responsibilities
Demonstrates understanding of job description, performance expectations, and competency assessment plan
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
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 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
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 two to three 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
Company
Brown University Health
Brown University Health provides an integrated academic health system offering hospital services, outpatient care and clinical education.
10001+ employees
Funding
Current Stage
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