Admin Services Coordinator - Hospital Medicine

Job Summary:

Contribute to the success of the daily operations of the Division of Hospital Medicine  by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.  

Duties to include:

Operational Support and Management:

• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Director of the Adult Hospitalist Program, and Directors of Clinical Operations, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements.

• Coordinate hospitalist meetings and conferences which include gathering of data, preparing agenda and assuring details are accurate. Plan and arrange for appropriate facilities and services in conjunction with program activities and events.

• Provide administrative support to the Department of Internal Medicine’s Adult Hospitalist Program leadership team including, but not limited to meeting planning and additional administrative functions as needed.

• Assist Division Coordinator in processing benefit time and clinical changes in Smart Web and Elms for assigned division faculty members.Ensure compliance with department and enterprise policies.

• Assist with organization of resident and medical student rotations. This includes Maintaining and dispersing materials for surgical co-management rotation to faculty, residents, and hospital staff. Manage on call calendars for surgical co-management residents in SmartWeb.

Human Resources (HR):

• Serve as division contact for job shadows and observerships; prepare and file documentation following hospital and departmental policies in accordance with College of Medicine guidelines.

• Support leadership team in scheduling and coordinating annual reviews.

• Serve as contact for provider license renewals and compliances.

• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.

• May provide functional and/or administrative supervision for students/temporary staff.

Financial Responsibility:

• Serve as backup point of contact for office purchases, serving as liaison between Department and outside vendors, obtain appropriate approvals, document and track expenditures. 

• Reconcile division procurement cards, as needed.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Hospital Based Programs and Division of General Internal Medicine’s Coordinators & Administrators.

Information Management:

• Serve as liaison between Hospital Medicine  faculty APPs, and staff. Resolve issues based on knowledge and contact experts as needed.

Communications Management:

• Serve as liaison to Hospital Medicine faculty and staff, students, alumni and public.

• Serve as primary contact for building maintenance and facilities management.