Pediatric Admin Support Coordinator

SUMMARY

The pediatric administrative support coordinator directly reports to the Director of Business Affairs, Administrative manager or his/her designee with functional reporting relationship to physician leader of multiple departments. Performs a variety of administrative functions to support departmental and hospital operations for pediatric areas. Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:
Instill Trust and Value Differences Patient and Community Focus and Collaborate

• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Provides academic and administrative support, including maintenance of calendars, files, and travel arrangements. Serves as liaison between physician leader and hospital administration, research, clinical practice staff, Brown Medical School, affiliated hospitals, and other institutions as necessary.
• Coordination and communication with clinical practice leaders to ensure continuity of provider’s inpatient and outpatient time.
• Assists with faculty recruitment and/or guest speakers including but not limited to scheduling and creating interview schedules, advertisements, distributing CV reviews, travel/hotel arrangements, creating itineraries, dinner arrangements, follow-up evaluations.
• Assists with the creation and maintaining on-call scheduling, clinic schedules, and/or resident and student schedules. Disseminating final and updated schedules as needed via multi-channels (i.e. email, calendars, websites/systems, etc.).
• Serves as primary point of contact to facilitate key aspects of physician onboarding for medical staff and payer enrollment. Reports to Director if status changes or delays in onboarding and assists in timely follow up with physician.
• Responsible for coordinating provider re-credentialing, privilege renewals, and ensuring renewals for required licenses are kept up to date.
• Completes system access requests and other requirements for volunteers, non-GME students, and other visitors who may require temporary access to Brown University Health systems.
• Collaborates with marketing and communications to ensure updated service line content on public and internal websites.
• Assists with academic and research duties. Coordination with Brown University departments if needed.
• Maintains records and statistics for departments as required. Prepares statistical reports, charts, and graphs, which may require basic calculations and experience with Microsoft Excel and Microsoft PowerPoint.
• Initiates, maintains and purges files as necessary including data entry and reconciliation of paper files. Maintains confidential departmental records including budgets, payroll, personnel data, and emergency contact lists.
• Maintains office supply inventory; orders supplies and prepares purchase orders. Maintains accurate records of relevant expenditures and is able to provide supporting documentation according to Brown University Health policy. Reconciles materials received against orders and invoice.
• Prepares and follows up on check requests and purchase orders. Processes reimbursements for faculty members and is responsible for accurately tracking allowable expenses by faculty member.
• Schedules and coordinates meetings. Compiles and distributes agendas and related materials as directed. May attend meetings to transcribe and disseminate meeting minutes.
• Answers telephone and receives visitors into the area or on behalf of faculty member or leadership team.
• Acts as a resource to resolve computer and other technical barriers for faculty members.
• Initiates and follow-ups on facility work orders until issues are resolved. Elevates to leadership as needed.
• Act as a payroll timekeeper which can include but is not limited to creating and updating work schedules and modifying timesheets in the payroll system. Processing payroll forms as needed. Track provider time-off and submit to monthly to admin office.
• Provides information, often resolves matters, according to established policies, drawing on knowledge of the individual departments, general hospital operations and all Brown University Health policies. Contacts key stakeholders of other areas to gain additioanl knowledge if needed.
• May assume regular responsibility for recurring projects, or programs, requiring knowledge of practice or department operations and use of independent judgment.
• As appropriate obtains quotes for equipment upgrades or other office needs.
• Performs other duties as assigned.

• BASIC KNOWLEDGE:
  
  Equivalent to Associates Degree in related field. Extensive experience may be considered in lieu of…