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Maintain accurate and up-to-date clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care needs.
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Ensure physician leave is submitted within required timeframes and that clinic openings and closures are coordinated accurately and timely.
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Prepare and submit expense reports on behalf of physicians within the required sixty-day deadline.
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Coordinate business travel, including preparing and submitting required spend authorizations and related travel documentation.
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Support faculty onboarding, offboarding, and transitions to ensure continuity of operations and appropriate coordination with departmental, divisional, and institutional partners.
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Assist with onboarding of staff and provide administrative support related to human resources processes.
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Coordinate calendars, facilitate communication, and organize logistics for meetings, conferences, workshops, and special events.
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Prepare and distribute meeting agendas, materials, and follow-up communications as needed.
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Support facilities and space-related needs for the heart failure faculty and associated staff.
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Perform other administrative and operational duties as assigned to support the goals of the Division of Cardiovascular Medicine and the Department of Internal Medicine.
40%: Utilizes scheduling/template software, takes the lead with creation/management of division clinical schedules which may include physician schedules and call schedules, maintains the block schedules, ensuring schedules are entered correctly in the appropriate scheduling system; enters new/changes of schedule into system; Leverages knowledge of provider expertise, physician availabilities and preferences, planned time off and historical patterns, to create schedules that meet the clinical obligations of the division; First line communicator with physicians on schedules/locations as well as issues/concerns regarding scheduling; primary resource for scheduling urgent or special request patients, and management of priority scheduling projects; escalates patterns and significant issues to the Division Director, Division Administrator, and Program Manager; Evaluates and monitors ongoing template changes to ensure compliance with revenue cycle management initiatives; Monitors day to day access availability utilizing prospective reporting metrics; May produce reports as directed.
30%: Provides administrative support to the Electrophysiology Cardiologist faculty including calendar management and travel coordination; completes project work as assigned by Division Administrator and Program Manager. Other duties as assigned.
30%: Coordinates and monitors daily administrative and business activities & services including financial, human resources, outreach & marketing, and facilities & space, in collaboration with Administrative Manager; implements, evaluates and modifies administrative policies & procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; provides technical and administrative guidance; researches, collects and compiles information as requested to develop complex departmental reports, aid departmental leadership in strategic planning process, and for decision making purposes; conveys directives from department leadership; acts as department’s travel, eRequest and Human Resources Action (HRA) initiator; serves as liaison with university offices, faculty, staff and outside agencies.