| Job Description: | The Administrative Specialist I provides administrative and operational support to physicians, staff, and departmental programs. The position coordinates schedules, correspondence, meetings, travel, records, communications, and other administrative activities while serving as a professional point of contact for internal and external stakeholders. The Administrative Specialist I work collaboratively with faculty, staff, patients, and other departments to ensure timely completion of administrative tasks and efficient departmental operations. About this role: Administrative Operations - Provides administrative support to assigned faculty physicians, Advanced Practice Providers (APPs), and
Division leadership to support efficient daily operations. Assists with coordinating routine administrative
activities related to clinical, academic, research, and departmental responsibilities. - Maintains provider calendars, clinic schedules, meetings, conferences, and departmental events using QGenda.
- Assists with coordinating weekly and monthly divisional conferences, including scheduling meetings, preparing agendas and supporting materials, coordinating logistics, and distributing follow-up communications.
- Performs routine administrative tasks, maintains accurate information, communicates schedule and
meeting updates, and follows established departmental procedures and guidelines. - Provides administrative support for faculty and APP licensure, DEA registration, hospital credentialing,
clinical privileges, regulatory requirements, and related compliance activities. - Maintains records and tracks, required documentation and renewal deadlines in accordance with established procedures.
- Assists with tracking faculty and APP leave, communicating schedule changes to appropriate departments, and coordinating routine provider coverage needs.
- Assists with domestic and international travel arrangements, conference registrations, reimbursements, and routine budget tracking in accordance with institutional policies and procedures. Reviews and routes
incoming correspondence and refers matters requiring additional review or leadership attention to the
appropriate individual. Provides administrative support with confidential legal and administrative
documentation related to medical malpractice cases, expert witness requests, subpoenas, and attorney
communications, following established departmental procedures. - Manages incoming mail, correspondence, faxes, and electronic communications; prioritizes and routes
information appropriately, responds to routine requests, and coordinates follow-up as needed. - Provide administrative support for legal and medical-legal matters, including depositions, document requests, correspondence, billing, and preparation of supporting materials. Maintains confidentiality and follows applicable University policies and requirements.
Clinical Operations Coordination - Provides administrative support for clinical scheduling activities, including provider clinic schedules,
operating room schedules, trauma coverage, administrative assignments, and provider availability using
scheduling systems such as Epic and QGenda. - Assists with maintaining 24-hour trauma call schedules, rounding assignments, weekend and holiday coverage, trauma operating room coverage, and backup schedules in accordance with established departmental procedures.
- Updates and maintains scheduling information and communicates schedule changes to providers, clinic
administrators, hospital personnel, operating room staff, and other appropriate departments. - Assists with identifying routine scheduling conflicts and refers issues requiring additional review or decision-making to the appropriate supervisor or leadership. Provides administrative support for coordinating provider coverage to help maintain appropriate staffing and continuity of clinical operations. Prepares charts for local and regional clinics; and coordinates follow-up activities.
- Provide administrative support to referring physicians, patients, families, and healthcare professionals
regarding referrals, scheduling, and routine coordination of care. - Assists with scheduling telemedicine appointments and coordinating patient follow-up activities and related administrative tasks.
- Responds to routine patient-related administrative inquiries involving scheduling, medical documentation, imaging requests, prescriptions, healthcare forms, and other clinical support needs, following established policies and procedures, and refers issues requiring additional review to the appropriate staff.
- Assists with receiving, uploading, tracking, and returning diagnostic imaging to support physician review
and patient care. - Prepares and distributes patient census reports and routine operational reports to support physician scheduling and daily clinical activities. Maintains accurate records and communicates updates to appropriate staff and departments in accordance with established procedures.
Program Coordination and Compliance - Follows departmental, institutional, and clinical policies and established procedures when performing
administrative activities and maintaining compliance with applicable requirements. - Provides administrative support and serves as a point of contact among faculty physicians, APPs, hospital departments, administrative offices, and other appropriate individuals to facilitate routine communication and coordination.
- Assist with maintaining administrative procedures, workflows, systems, and databases to support
accurate and timely completion of assigned activities. - Updates and maintains administrative records and information, ensuring accuracy, completeness, and appropriate documentation.
- Maintains confidential personnel, clinical, financial, and operational information in accordance with university, hospital, HIPAA, and other applicable requirements.
- Provide routine administrative information to faculty and staff regarding established administrative
processes, scheduling procedures, credentialing requirements, travel policies, and departmental procedures, and refers questions requiring additional interpretation or guidance to the appropriate
supervisor or department. Assists with departmental initiatives, process improvement activities, and
special projects by completing assigned administrative tasks and providing support as needed.
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