Administrative Specialist

Job Summary

Provide general academic department coordination in conjunction with department leadership including Chairperson, Division Chiefs, Administrator and Program Directors. Assist and coordinates in the oversight and management of Divisions of Internal Medicine, Endocrinology, Heme/Onc, Cardiology and Gastroenterology (additional divisions planned) while maintaining strict compliance with accrediting bodies including ACGME. Provides sole support for scheduling software and coordinates annual clinical and academic schedules. The position will manage travel documentation and reimbursement for all faculty, regardless of employer, as well as coordinate and manage CME fund allocation pools. The position will have independent judgement on budgetary expenses and routine accounting directly related to projects assigned.

Responsibilities

• Provide administrative support and coordination to departmental and divisional leadership
• Manages complex and detailed schedules for faculty, fellows and residents
• Manage scheduling software to include data exchange with New Innovation and CAMC CAmnet
• Provide proficient expertise in scheduling software including providing training courses for divisional program leadership and support staff
• Attend one conference biennial related to scheduling software training, development, management, and utilization
• Maintains critical documentation related to time sensitive deadlines for faculty licensure, certifications, DEA registration and other items related to faculty enrollment and credentialing
• Manage divisional and departmental accounting functions including faculty travel reimbursement (regardless of employer), and management of CME allocated funds.
• Develops spreadsheets for various tracking and reporting measures including, but not limited to, faculty hours as well as budgetary expenses and discrepancies.
• Perform necessary accounting functions including procurement, purchase orders, accounts payable and credit card/expense reconciliation.
• Serves as backup support for residency/fellowship program specialists and provides support to academic programs during high season events (ie graduation/match).
• Develops faculty recruitment/interview itineraries working closely with leadership to identify appropriate interviewees, availability and logistics.
• Participates in departmental leadership initiatives and provides critical support to faculty and leadership in the management and implementation of initiatives/projects
• Excellent time management and organization skills
• Excellent problem-solving skills, and verbal/written communication skills
• Highly proficient in Microsoft Office Suite - Word, Excel, PowerPoint, Outlook
• Ability to work both independently and collaboratively with peers, internal and external customers
• Brings a positive attitude and team-oriented approach to tasks

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact)

The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages.

Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.

Common Duties and Responsibilities

(Essential duties common to all positions)

1. Maintain and document all applicable required education.

2. Demonstrate positive customer service and co-worker relations.

3. Comply with the companys attendance policy.

4. Participate in the continuous, quality improvement activities of the department and institution.

5. Perform work in a cost effective manner.

6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.

7. Perform work in alignment with the overall mission and strategic plan of the organization.

8. Follow organizational and departmental policies and procedures, as applicable.

9. Perform related duties as assigned.

Education

• Bachelors Degree (Required) Bachelor's Degree, no experience or, Associate Degree and 2 years administrative experience.

Credentials

Work Schedule: Days

Status: Full Time Regular 1.0

Location: Chesterfield Bldg 4-Center for Learning & Research

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org