Administrative Coordinator, Senior - Department of OBGYN

• Provides direct support to Vice President of AMC OBGYN and other director-level departmental leaders
• Performs administrative duties under minimal supervision at the highest proficiency level including calendar management, meeting preparation, and project coordination
• Ability to problem solves and determine best course of action with little direction
• Act as a lead, assign and prioritize workflow, troubleshoot issues
• Work on projects, coordinate work, take initiative using all available resources, follow through on issues when needed, apply knowledge as appropriate with little direction from Supervisor.
• Track and analyze project and productivity data; set up databases
• Provide cross coverage as needed
• Follow HIPAA guidelines for the management of patient privacy and confidentiality
• Other duties, as assigned
• See Addendum

Technical skills required:

• Knowledge of hospital operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism.

Organization Skills:

• Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems

System Skills:

• Advanced computer skills. Ability to use all applicable applications at highest competency level.

• Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.
• Advanced understanding and use of medical terminology.
• Advanced comprehension of billing and fiscal information.
• Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

Education
Associate's Degree Business Administration required or Bachelor's Degree Business Administration preferred

Can this role accept experience in lieu of a degree?
No

Licenses and Credentials

Experience
Administrative Support Experience 3-5 years required and Executive Level Support Experience 2-3 years required

JOB SPECIFIC TASKS AND RESPONSBILITIES

• Daily oversight of executive leader schedules, specifically the Vice President of AMC OBGYN and director-level leaders, across multiple locations. Proactive calendar management to ensure preparedness for meetings. Preparation of agendas, meeting minutes, action item tracking, and other project management duties.
• Supporting projects for short, mid- and longer-term strategic planning across integrated department
• Independently develop high quality presentation material development and communications (internal and external to department) with minimal direction
• Ensure progress of operational initiatives across department, including but not limited to: faculty and staff recruitment, new employee onboarding, offboarding, annual employment requirements (annual training completion, conflict of interest reporting, etc) under direction of department leadership.
• Event planning for departmental events, such as CME events, lectureships, employee wellness events, observerships, etc. Responsible to ensure system and department policies are followed, and involved in all aspects of planning and execution with limited oversight.
• Administrative duties such as: calendar management with attention to detail and urgency, meeting preparation, agenda confirmation and distribution, answering and triaging incoming calls, confidential letter writing, and tracking employee annual requirements.
• Acts as backup to the Administrative staff responsible for answering telephones, screening calls, handling, routing, or taking messages as necessary; Responsible for timely and appropriate distribution of telephone messages; May require sensitive handling of patient and physician calls; Initiates calls as requested.

Maintain effective and harmonious working relationships with co-workers, faculty guest speakers, venues and vendors.

Perform all other duties as requested or required.