Administrative Specialist II

About The Department

BSD OBG - Generalists

The Department of Obstetrics and Gynecology has 114 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 60,000 outpatient visits, 25,000 ultrasound visits, 2,800 deliveries, and 3,000 gynecological surgeries per year. Teaching, research and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare.

The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health.

We are looking for a highly motivated individual to act as a lead administrative specialist in the section of General OB/GYN. This individual needs to be highly organized and communicate well under pressure. They will be responsible for high-level responsibilities for a large number of providers. They will play a vital part in the physicians’ onboarding process, development of section strategy, maintaining control of several complex schedules, and reimbursements.

This position provides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services.

• Provides administrative support for over 30 providers with a various range of administrative duties.
• Performs high-level administrative duties in support of office/clinical functions.
• Manages special project as assigned.
• Manages several databases vital to our Labor and Deliver Unit and General OB/GYN operations.
• Manages an on-call schedule for our physicians.
• Oversees the provider service calendar within our provider software by way of creating, monitoring, and editing the schedule when necessary.
• Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
• Monitors and reconciles accounts.
• Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel.
• Composes and edits correspondence and other documents.
• Coordinates logistics of major events; schedules diverse and complex appointments, meetings, and travel arrangements.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s office.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader’s calendar.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

• Vocational training, apprenticeships or equivalent experience in a related field. Four-year degree is not typically required.

• 5-7 years of work experience in a related job discipline.

Education

• Bachelor’s degree strongly preferred.

Experience

• Previous administrative experience strongly preferred.
• Familiarity with central administration within a complex research university environment.
• Previous…