Admin Services Coordinator - General Internal Medicine/Immunology

The Division of Immunology and the Division of General Internal Medicine are seeking a split Administrative Services Coordinator (PAA1) to contribute to the success of their divisions through operational and administrative support services contributing to the success of faculty and staff as well as furthering the goals, objectives, and vision of the Department and Divisions.

KEY AREAS OF RESPONSIBILITY

Operational Support And Management

• Facilitate and oversee credentialing’s peer-evaluation process and the Division’s IPPE/OPPE reviews using independent decision making when assigning peer reviewers.
• Work with HR and CSO to facilitate recredentialing of providers. Ensure paperwork is completed and returned in timely manner.
• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities including planning, organizing, and monitoring daily activities, managing schedules and correspondence.
• Update and maintain accurate clinical schedules for the VA Continuity of Care Clinic and VA Hepatitis B Clinic within QGenda.
• Provide administrative support as needed to the Division Director and Program Directors.
• Assist and oversee shadow and observer requests.
• Compose routine correspondences and compile reports for division leadership.
• Assist with General Medicine and VA Quality Scholars Fellowship Program. Responding to inquiries, assist with the credentialing and on-boarding of new fellows, and ensure program maintains good-standing. Serve as liaison with VA. Assist in the development of pre-award grant proposals.
• Initiate routine facilities management and surplus requests.
• Assist in distribution of geriatric resident schedules. Work with Geriatric Program Director to ensure residents are scheduled appropriately.
• Triage divisional phone calls
• Perform other duties as assigned.
• Assist faculty and staff with off-boarding requirements, working with HR to ensure fulfillment of requirements.
• Communicate compliance requirements to division faculty members and APP staff.
• Provide administrative support to faculty and APP staff, including, but not limited to membership and journal renewals, enrichment purchases, travel plans and reimbursements, license renewals and additional administrative functions as needed.
• Initiate purchasing requests for food, supplies and equipment as needed.
• Oversee and complete patient related services such as, but not limited to, mailing patient documents, faxing patient and provider information, obtaining missing information, etc.

Human Resources (HR)

• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.

Financial Responsibility

• Initiate purchasing requests for food, supplies and equipment as needed.

Communications Management

• Serve as liaison to Division faculty and staff, students, alumni and public.
• Triage divisional phone calls
• Serve as liaison between the Divisions of General Internal Medicine and Immunology, the Department of Internal Medicine, and department HR office. Ensure faculty and staff comply with required compliances.

Information Management

• Serve as liaison between Divisions of General Internal Medicine and Immunology faculty and APP staff. Resolve issues based on knowledge and contact experts as needed.

Qualifications

Education Required:

• Bachelor’s degree or an equivalent combination of education and experience is required.

Required Qualifications

• Proficient skills in computer software applications (MS Word, Excel, Outlook, and PowerPoint) are required.
• 6 months or more of administrative experience is required.
• Excellent customer service, public contact and written/verbal communication skills are required.

Desired Qualifications

• Experience within the past 5 years in an academic and/or office environment is desirable.
• Experience with submitting grant applications and forms is desirable.
• Experience planning and/or organizing meetings and group events and serving as a liaison is desirable.
• Experience interacting with patients and faculty in a healthcare setting is highly desirable.
• Knowledge of University procurement and travel policies is desirable.
• Experience tracking expenses and reviewing financial statements is desirable.
• Prior EPIC experience is highly desirable.

Application Process: To be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:

• Cover Letter
• Resume

Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact [email protected]

Additional Information

• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Classification Title: Admin Services Coordinator

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Email: [email protected]
• Contact Name: Michaela Davis