Office Manager Northern Region: Anesthesia
Listed on 2026-10-10
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Administrative/Clerical
Healthcare Administration
The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure the smooth daily operation of the Emergency Medicine/Hospital Medicine/Intensivist departments. The Office Manager will provide organizational effectiveness, and be responsible for maintaining department records, and conducting/managing special projects. The Office Manager is the key contact in a community Emergency Department/Hospital Medicine/Intensivist Department, supporting all efforts for the Physicians and Advance Practice Professionals (APPs), as well as the liaison to Community Hospital Departments that interact with the Medical Director and Providers.
The Office Manager position can support a variety of locations/service lines and is ever changing to meet growing operational needs.
The statements described here are intended to describe the general nature of work being performed by people assigned to this position.
They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.
Other duties may be assigned.
Performs general clerical duties:
Answers telephones, screen calls, takes detailed messages and provides information as needed.
Sorts and distributes mail
Maintains up-to-date phone log for staff
Monitors and maintains/orders office supplies/equipment as needed
Prepares work orders for repairs
Coordinates meetings and organizes catering in person and/or via Microsoft Teams
Arranges catering needs for special occasions
Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration
Maintains Medical Director’s calendars
Completes monthly department credit card reconciliation
Completes all Work Day invoice coding in a timely manner
Utilizes EMR to respond to internal/external queries
Assists in maintaining department employee records
Acts as point person for the department providers/leadership
Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures
Ensures new providers are EMR trained prior to start
Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)
Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns
As designated delegate, works directly with providers to complete any travel and/or purchase reimbursements in Work Day; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider
Updates all CME purchase details/balances
Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed
Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO
Completes monthly Independent Contractor Timesheets/Invoices
Collects and files monthly Medical Director timesheets (reports out when needed)
Completes all provider extra duty hours for the Administrator
Calculates and forwards Acute Resource Group monthly hours to administration
Provides leave of absence assistance working with Absence Manager & WVUM LOA Team
Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices
Ensures WC1 forms are completed and submitted in a…
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