Executive Team Coordinator I

Primary Functions:

This position is responsible for providing direct administrative and patient care coordination support to the Chair and AVP of the Department of Orthopedic Surgery. The person in this position will display exceptional strengths in office organization, administration, and communication, as well as the necessary skills to coordinate multi-faceted activities, projects, and representation. The associate will handle a wide variety of situations requiring knowledge of the overall functions of the Chair/AVP's areas of responsibility and must be able to respond with tact and maintain a high level of confidentiality regarding patient and administrative information.

Essential Functions:

• Manages administrative activities (e.g., calendar, updating CV, tracking CME credits, scheduling meetings, creation of agenda, meeting minutes, travel arrangements, internal and external communication, creating physician activity report, coordination of department activities).;

• Prepares correspondence for the Chairman's signature, as well as for activities representing the department, for both internal distribution and external contacts.

• Sets up departmental meetings including agendas requiring knowledge of the purpose of the meetings, organizational priorities, and confidentiality. Ensures that appropriate parties are included in the meetings. Ensures that attendees know of any pre-meeting work required. Compiles pre-meeting materials. Follows up as needed.

• Prepares correspondence for the Chars/AVP's signature as well as for own activities representing the department for both internal distribution as well as to external vendors and other interested parties.

• Prepares reports and presentations both for the Chair and AVP as well as well for others.

• May be assigned projects requiring research, gathering data, and reporting on results.

• Maintains records for budget and other activities such as purchase orders and accounts payable requests, travel records, confidential reports. Prepares expense reports for travel and meetings.

• Represents the Chair/AVP in dealing with both internal Nemours customers and external contacts. Answers questions or handles problems independently and proactively as well as determines who to refer problems to. Keeps Chair/AVP informed of issues.

• May assist with recruiting and training as necessary.

• Coordinate scheduling of patient care activities; including coordinating surgical date with physician(s) and patient family, hospital admissions, and other ancillary healthcare services including, coordinating pre/post operative appointments, and direct communication with OR.

• Create letters of medical necessity for medical equipment and supplies, as well as letters/correspondence pertaining to surgery, school, therapy, home care, etc.

• Coordinate Chairman's clinics, including monitoring clinic schedules, tracking appropriate patients scheduled, checking for overbooks and potential obstacles to clinic flow.

• Maintain physician time away - submit time away and clinic cancellation requests.

• Process and maintain physician licensure, professional memberships, and medical society dues.

• Obtain insurance company authorizations for external MRI, CT scans, ultrasound, etc.

• Answer incoming calls including internal and external calls and patient phone calls on the Ortho line and handle matters independently and/or triage to appropriate parties.

• Provide back-up for scheduling line - schedule, modify, and cancel patient appointments.

• Performs other duties as assigned.

Job Requirements:

• Associates Degree preferred

• Minimum of 3 years of administrative assistant experience required. Experience working for Senior Management/Executives highly preferred.

• Flexibility to adapt schedule to support ever changing work demands

• Strong proficiency in Microsoft Office programs and Outlook.