Division Coordinator-Administration Surgery

Primary Functions:

The Division Coordinator assists leaders by providing administrative support for the Delaware Valley Chair of Surgery and Director of Nemours Surgical Outcomes Center. Handles situations requiring knowledge of the overall function of responsibility, the overall organization's mission, structure, and culture. Acts as central point of contact for other departmental associates on departmental activities. Responds to inquiries and represents the leader in dealing with both internal customers as well as external contacts. Typical duties may include maintenance of budget records, setting up meetings with agendas, preparation of correspondence, etc. May be assigned special projects.

Essential Functions:

• Guide and process all aspects of the clinical schedules of the providers within the assigned divisions. This includes but is not limited to:

• Building templates in the EPIC system and submitting to the enterprise templating team

• Completing and submitting call schedules for providers

• Submitting clinic cancellations, both planned and unplanned

• Coordinating surgical schedules with outlook schedules

• Manage administrative leader's schedules with consideration to priorities and time efficiency.

• Handle incoming calls with courtesy, provide assistance and information as needed, page physicians as appropriate for provider-to-provider line.

• Coordinate business travel including airline reservations, hotels, auto rentals and conference registrations for providers.

• Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.

• All other duties as assigned, but not limited to:

• Calendar management for the Chair of Surgery

• Planning and scheduling of the biweekly chiefs meeting, monthly faculty meeting, quarterly board meetings, et al.

• Assume responsibility for surveys for faculty academic productivity.

• Lead all administrative coordination for NSOC (Nemours Surgical Outcomes Center)

• Compile data as it relates to adhoc reports regarding divisional and/or programmatic operations.

• Aggregate biannual departmental Gallup Survey responses.

• Provide support and coverage for other Divisional Coordinators as needed.

Job Requirements:

High School diploma

Minimum 3 years of job-related experience required.