Administrative Coordinator

Reporting to the Practice Manager and Operations Director of Gastrointestinal & Oncologic Surgery, the Administrative Coordinator will function as the initial point of contact and interface between the Vice Chairman of Operations for Surgery / Section Director for the DGIOS Foregut and Bariatric Surgery Sections and Administration and staff.. The Administrative Coordinator provides advanced level administrative support to the and patient coordinator duties for the Vice Chair y This position also supports the Practice Manager with the day-to-day administrative section- specific patient service operations the Foregut Section. Working collaboratively with Practice Manager, the Administrative Coordinator will ensure strong quality and patient oriented support functions, regulatory compliance, as well as providing ongoing oversight of patient-related administrative functions as well as the support of limited supervisory functions. Specific duties will include

• All staff assistant duties for the Vice Chair.
• Advanced patient service coordinator (III) duties for the surgeon director’s clinical practice.
• Oversight of patient gateway messages for the surgeon’s practice.
• Oversight of foregut section referral (new and follow up) referral work queues.

• Coordination of fellowship matching interviews and some onboarding activities for the minimally invasive surgery fellowship.
• Coordination of surgeons business expenses for submission to the DGIOS staff assistant III for data entry.
• Special projects as assigned by and with the approval of the operations director.

• The Administrative Coordinator functions within the ambulatory practice coordinating administrative, and patient activities for Vice Chair of Clinical Operations, assists Division administration with daily section-specific operations.

• Provides administrative support to the office of a Vice Chair, Department of Surgery, to include calendar management, reception, meeting coordination, correspondence, reports and coordination of other support functions. Primary interface for the Vice Chair’s office and Administration. Contact point for outside entities such as academic and professional societies.
• Coordinates the scheduling of multiple appointments / surgeries using multiple systems or resources. Works collaboratively with the Center for Access Call Center on the scheduling and intake of new patients.
• Function as a “Super User” for Epic/ Cadence scheduling system.
• Possesses a thorough knowledge of all HMO, managed care, other third-party insurers, and available patient financial services/resources.
• Troubleshoots workflow issues.
• Works to ensure HIPAA Confidentiality and Privacy Policies is fully implemented.
• Manages Vice Chairman’s patient and academic schedules ensuring coordinated scheduling between the two..
• May coordinate professional society meetings for national associations on which surgeon maintains board level positions.
• Coordinate Vice Chair meetings as appropriate.
• Coordinate and schedule Foregut Section Meetings; attend said meetings and scribe notes for use in minutes and follow up documents.
• Prepare and submits business expense requests as need to back up the Staff Assistant
• Conduct and Foregut / Bariatric Surgery special events planning to arrange Division receptions, dinners and meetings and annual retreats.
• Assist with visitors for the Vice Chairman (such as visiting observers.)
• Assists with special projects as approved and assigned by the operations director and based on availability.

• Assists the operations director and practice manager with office operations issues when requested.

• Identifies opportunities for nonclinical operations improvement, and works collaboratively with the Operations Director, and Practice implements identified changes.

• Collaborates with the Practice Manager and ensures the comprehensive orientation of any new Foregut Section coordinators and baseline competency assessment.
• Promotes teamwork in daily activities, exercises diplomacy and consistently uses effective communication skills.
• Attends staff meetings.
• Coordinate Minimally Invasive Surgery Fellowship.; Prepare applicant files, schedule and manage matching interviews in the submission of fellowship applications, and supporting documentation (statements of educacational objectives, course curriculm etc) as well as scheduling and coordinating annual matching interviews.
• Liaison between the Vice Chairman’s Office the International Patient Office and Corporate Executive Health.
• Completes project work as assigned and approved by the Operations Director.

• Bachelor’s Degree in business administration, health care administration, or related field preferred. 5-7+ years direct experience in lieu of degree may be accepted.
• Minimum of 7 years experience in a medical or healthcare setting, with specific experience in the outpatient/ambulatory surgery setting.
• Direct experience supporting senior physician leadership (Vice Chair.) and administrative leadership.
• Intermediate to advanced PC skills (MS Office, Windows) required.
• Limited experience in practice analytics and reporting.
• Experience in working in a large, busy physician office.

• Ability to perform administrative and practice support at the highest level of quality and professionalism.
• Ability to coordinate the work of others and to oversee effective office operations.
• Exceptional computer skills (including word processing, database, electronic mail, internet, and spreadsheets) required. Proficient with Microsoft Office suite, Outlook, Excel and PowerPoint.
• Excellent verbal and written communication skills.
• Advanced experience with MGPO Schedule Management Systems
• Strong communication abilities.
• Excellent attention to detail.
• Ability to work with physicians and relate to their concerns on a one-to-one and group basis.
• Exceptional organizational skills, flexibility to handle multiple tasks and deadline pressures, and accurate attention to details.
• Strong sense of fairness in dealing with personnel at peer levels.
• Ability to form positive working relationships in and outside of the department/division.
• Must have the ability to be function in a fast-paced environment and coordinate competing demands effectively.
• Requires a high level demonstrated confidentiality and impartiality.
• Ability to take initiative and exercise strong judgment and problem-solving skills.

• Ability to work independently or in a team environment
• Demonstrated ability to work effectively and courteously with diverse groups of patients, staff and providers while handling various tasks simultaneously.
• Ability to assist with the resolution of section specific practice operations issues on behalf of the providers and the Operations Director and Practice Manager.
• Knowledgeable and compliant in all hospital, MGPO and Department of Surgery, and Division hospital policy and procedures (where applicable to the performance of the job),

Ambulatory Surgery Practice Office environment.