Administrative Assistant Senior - Lindner Research Center - Full Time - Days

Proactively manage the administrative functions for TCH Service Line Executive Directors and Executive Medical Directors. Daily interaction with C-Suite Executives and Executive Assistants on behalf of service lines. Assists all internal and external customers and patients, always communicating with a positive customer service orientation. Handle, analyze and prepare reports and documentation of a highly confidential and sensitive nature. Maintain smooth flow of administrative operations; Coordinate and manage executive-level business meetings, conference calls, travel arrangements and reimbursement processes. Coordinate large-scale events for all service lines. Scope requires sound judgment and discretion at all times.

KNOWLEDGE AND SKILLS:

Please describe any specialized knowledge or skills, which are REQUIRED to perform the position duties. Do not personalize the job description, credentials, or knowledge and skills based on the current associate. List any special education required for this position.

EDUCATION: Associate Degree or equivalent experience

YEARS OF EXPERIENCE: At least 7 years secretarial experience with two years of the administrative level.

REQUIRED SKILLS AND KNOWLEDGE: Excellent typing, transcription, knowledge of office and business practice, knowledge of hospital policies and procedures. Time management; organization skills, and excellent computer skills including knowledge of Microsoft Office (Word, PowerPoint, Excel) and Outlook scheduling software.

LICENSES & CERTIFICATIONS:

None

Service Line Administrative Coordination

• Manages the Administrative Operations for all TCH Service Lines. This includes the Chief Medical Information Officer (CMIO); 5 Service Line Medical Directors and 5 Service Line Executive Business Directors.

• Liaison for physicians and executives to Administration/TCH. Assists CMIO, service line physicians and executives with travel, conference arrangements, financial reimbursements, and TCH processes (travel authorizations, expense reimbursements, check requests, travel reconciliation, CME fund eligibility, etc.).

• Analyzes and prepares reports to reconcile physician and midlevel CME funds and PTO tracking for providers. Creates summary report for executives by service line.

• Manages timesheets for all internal and external physicians, ensuring compliance with the terms of the contract. Liaison to the physicians, compliance and payroll for ensuring accuracy of payment in accordance with the terms of the contract.

• Prepares Physician and Business Service Line Executive Directors for monthly briefings to Executive Steering Committee. Prepares summary notes from multiple sources of input.

• Receives raw data and analyzes and prepares monthly dashboards for ~40 H&V physicians. Prepares summary report of trends for productivity, costs, and growth for Service Line Executive Director.

• Keeps track of Service Line budgets using EPSi and identifies budget overages

Planning, Organizing, Schedule, Meeting and Event Management

• Manages administrative functions for Service Line physicians and executives by preparing agendas/reports/correspondence/presentations, and making travel arrangements for visiting guests, scheduling meetings, and preparing meeting materials.

• Prepares Service Line Executives for external vendor meetings by communicating in advance with vendors and requesting and disseminating essential material to ensure productive meetings

• Attends Service Line meetings and prepares rooms, AV and catering when appropriate. Transcribes meeting minutes and develops action plans and tracker for follow-up items. Manages tracker and sends reminders to responsible member in advance of meetings.

• Manages all aspects of event management for Service Lines, including coordination with catering and environmental services. Independently chooses appropriate room and designs layout for all functions.

• Manages Executive Director's schedules for maximum effectiveness. Makes recommendations and action plans to help Executive Directors be more efficient.

• Screens requested meetings for importance and prioritizes based on agreed-upon work priorities.

• Coordinate and communicate Drake schedule with physicians, residents, and managers.

• Prepare Executive Directors for each meeting at least the day before by assembling appropriate documents.

• Liaison with Foundation and external agencies to plan and facilitate service line tours

Supervision

• Supervisor for 2-4 H&V Research Students and Executive Secretary. Processes requisitions for hiring and termination. Manages timesheets/payroll activities, SARF/access requirements.

• Prepares and delivers annual evaluations.

• Keeps track of research projects and deliverables to communicate progress and barriers with physicians and students.

Continuing Medical Education Heart & Vascular Grand Rounds

• Coordinate and plan Grand Rounds.

• CME Reimbursement and Tracking for physicians, Nurse Practitioners, visiting guests.

• Cost reconciliation for event activities