Scheduled Hours

40

Position Summary

Coordinates office functions, programs and schedules; provides administrative services, and performs specialized/technical duties with minimum supervision.

Job Description

• Coordinates staff services, interoffice activities, schedules, programs and related administrative needs.
• Work closely with section chief in schedule upload and maintenance in Qgenda.
• Responsible for resident scheduling on cardiothoracic services and will work closely with other members of the section in medical student scheduling. The trainee scheduling will be performed with minimum supervision.
• Work with the fellowship director to coordinate the fellowship, including fellowship applications with minimum supervision. Recently, the Cardiothoracic Imaging fellowship (which is nonACGME certified) received non-accredited training program status from the ACGME (NAT) which allows for participation in J-1 Visa holders and the Alternate Pathway program. The AC will work with department members to allow for active participation in the alternate pathway with minimum supervision.
• Administers/prepares reports, minutes, correspondence, lectures and administrative materials required for the direction of the department.
• Maintains established departmental policies, procedures and objectives, including regulatory records for license, reports and notifications as necessary.
• Evaluates and recommends purchasing sources. Assists with telephone problems and works with vendors to establish and verify terms and agreements.
• Maintains all department keys, locks and mailboxes. Coordinates ordering and distribution of supplies and handles problems concerning material received. Supports section with reimbursements, mailings, faxes, phone calls, and meeting set up.
• Support the section in making sure conferences are staffed and reminders are created.
• Monitors the general maintenance of the building, notifies maintenance of problems, places work orders and follows-up with housekeeping on the completion of tasks.
• Develops budget reports and implements financial monitors, cost transfers and payroll/purchasing processing.
• Assist with Interfolio for annual reviews.
• Work with Cardiology and Pulmonary services to coordinate fellows time on Radiology services.
• Assist with coordinating evaluations for trainees.
• Assists with visitors and customers questions and needs.
• Assists with payroll processing and other clerical functions when needed.
• May supervise other nonexempt staff.
• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on- and off-campus locations

Physical Effort

• Typically working at desk or table
• Repetitive wrist, hand or finger movement

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

The successful candidate will be willing to learn Interfolio, Qgenda, New Innovations.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Communication, Computer Literacy, Financial Applications, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft W