Administrative Coordinator - Office of Medical Affairs

Department/Unit:

General Administration

Work Shift:

Day (United States of America)

Salary Range:

$47,921.64 - $71,882.46

The Administrative Coordinator for the Office of the Medical Affairs provides high-level administrative and operational support to ensure the functioning of physician credentialing, medical staff governance, regulatory compliance, and daily department operations. This role will have an additional focus of a liaison and coordinator for the Cancer Committee and Commission on Cancer accreditation. This role serves as a liaison between medical staff, hospital leadership, and internal departments. This role requires discretion, strong organization skills, and a high degree of professionalism. The Administrative Coordinator performs a variety of duties to assist the Medical Director’s Office with details of executive business matters and provides direct administrative support to Associate Medical Directors of Albany Medical Center Hospital.

Essential Duties and Responsibilities

• Ability to gather, investigate, and analyze specific issues affecting the medical staff; develops and prepares routine reports and correspondence which may be highly sensitive and confidential in nature.

• Compliance with HIPAA guidelines and understanding of sensitive and confidential material.
• Provides assistance in the understanding and interpretation of AMCH policies and procedures, as requested.
• Understanding time management and meeting reporting requirements/targets.

Administrative Support:

• Provides comprehensive support to Associate Medical Directors by arranging calendars and scheduling meetings, preparing meeting agendas, and transcribing meeting minutes. Receives and triages all incoming phone calls to the Medical Director’s Office main phone line. Liaison for Cancer Committee as it reports to the Medical Executive Committee, including attending meetings, processing and executing grants, and transcribing meeting minutes. Liaison for American College of Surgeons Commission on Cancer verification and accreditation processes. Takes dictation verbally or via tape and transcribes dictation: monthly Process Improvement Team (PIT) meeting, monthly System-wide Credentialing meeting, and monthly Cancer Committee meeting. Assists with collecting and processing annual Doctor’s Dues. Prepares schedules, agendas and materials for all meetings listed above.  Oversees Medical Staff Lounges. Maintains confidential files (hard copy and electronic), records, and databases in compliance with hospital policy, keeping correspondence and reports available for reference and ensuring efficient operation of the office. Coordination and facilitation of Credentialing EHS onboarding, including provider orientation for new private providers. Prepares complex correspondence or statistical reports editing for grammar, punctuation, spelling and mathematical accuracy when required through the use of a variety of PC based software applications (i.e., word processing, spreadsheets, graphics, databases). Answers correspondence in the name of the Medical Director’s Office as requested. Assists in the organization and attendance of special events including annual Doctor’s Day, Medical Staff Holiday Breakfast, APP, and CRNA activities. Handles day-to-day public relations and problem solving for the Medical Director’s Office. Assists in preparation for audits, surveys, and inspections. Back up to manager.

Business Services:

• Prepares requisitions for supplies needed by the Office of the Medical Director or the Medical Staff of Albany Medical Center Hospital and Albany Medical Center-SCC.

Personnel:

• Assists in the orientation of new members of the Medical Staff to the Hospital and its policies and procedures.

Miscellaneous:

• Performs other related duties as identified and assigned.  

Qualifications

• Associate’s Degree with minimum of 3 years of administrative support experience required.  Education alternative:  minimum of 5 years of administrative support in Executive setting required.  Where feasible, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job’s essential functions.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Proficient in Microsoft Office, including Outlook, MS Teams, Webex, MS Word, Excel, and PowerPoint.
• Proficient in taking dictation and transcription.
• Proficient in English usage, spelling, grammar, and punctuation.
• Proficient in formatting business correspondence.
• Proficient in basic budget planning, fiscal control, and accounting principles.
• Able to make administrativ