Administrative Services Coordinator Dialysis

Administrative Services Coordinator CPUP

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Job Title:

Administrative Services Coordinator

Department:
Dialysis

Entity:
Clinical Practices of University of Pennsylvania

Location:

Hospital of the University of Pennsylvania - 3400 Spruce St

Hours:

M-F, 8-4:30 with flexibility in hours based on operational need

This role provides comprehensive administrative, operational, and educational support for the Glomerular Nephritis (GN) and Onco-Nephrology team by coordinating clinical schedules, managing educational programming, and supporting faculty and patient engagement initiatives. Responsibilities include building and managing GN kidney biopsy schedules, assigning clinic coverage, overseeing the GN PMUC clinic, and maintaining GN preceptor schedules. The position also supports patient centered initiatives such as coordinating patient panels for educational seminars, overseeing the GN New Patient Registry, and supporting the Lupus Navigator Program.

In addition, the role manages the division's educational activities, including but not limited to the Monday Conference Series, Renal Grand Rounds, monthly GN educational series, GN pathology case reviews, and collaborative lectures. The position works closely with pharmaceutical partners and the CME office to secure funding resources and ensure accreditation compliance, while also assisting with regulatory requirements for GN-related shadowing experiences.

The role also serves as a key administrative resource for the division by coordinating academic conferences, symposiums, and meetings, while maintaining faculty calendars and entering schedules into Qgenda. Responsibilities include organizing conference logistics, setting up and breaking down meeting spaces, maintaining cleanliness and organization of conference rooms, and ensuring educational materials and CME credits are properly distributed and communicated. Additional duties involve overseeing office operations such as monitoring inventory and supplies, maintaining office equipment, handling incoming and outgoing mail, reserving conference rooms, coordinating conference calls, and communicating scheduling changes to clinic leads.

The position also provides secretarial and administrative support to smooth day-to-day operations across clinical, educational, and academic activities.

Responsibilities:

• Build and manage GN kidney biopsy schedules.
• Assign coverage and overseeing the GN PMUC clinic.
• Coordinate patient panels for educational seminars.
• Develop and maintaining GN preceptor schedules.
• Oversee clinical and educational scheduling and outreach for the GN team.
• Collaborate with Pharma for funding resources and working with the CME office on accreditation requirements.
• Assist with setting up and regulatory requirements for GN related shadowing experiences.
• Assist with coordinating the Penn Medicine and The Lebanese American University Collaboration Lectures.
• Assist with coordinating the monthly GN pathology case reviews.
• Oversee the GN New Patient Registry.
• Support for the Lupus Navigator Program.
• Maintain cleanliness and organization of the division's conference room space.
• Set up and break down conferences.
• Assist with obtaining and communicating CME credits for Renal Conferences.
• Assist with the coordination, organization and planning of academic conferences and symposiums for the division.
• Gather, organize, and distribute materials for lectures and/or meetings.
• Assist in the care and maintenance of the office and office equipment.
• Assist in monitoring current inventory to assure appropriate stock level for users and order supplies as needed.
• Assist with setting up interviews and meetings as needed for division leadership.
• Maintain and schedule meetings, conference calls, and reserve conference rooms.
• Support faculty calendars.
• Retrieve, screen, open and sort physicians' mail as well as other outside and intramural mail coming into the department.
• Enter faculty schedules into Qgenda.
• Communicate faculty schedules to clinic leads for clinic adjustments and assists with overseeing that patients rescheduled for GN and Onco-Nephrology Team Members.
• Assist with organizing and arranging meetings for faculty.
• Provide secretarial support to the Renal Fellowship Program, as needed.
• Oversight and Lead Responsibilities:
  Independently owns, prioritizes and initiates implementation of assigned work functions. Serves a point of escalation for Admin Services team. Participates in and supports select projects to be…