Duties/Responsibilities This executive administrative position provides support to a group of 12 faculty members and their administrative research, education and clinical activities in the Division of Critical Care, Department of Pediatrics. This position provides administrative and programmatic management for the Division Director, Medical Directors and faculty, serving as liaison with UMMCH, Fairview, UMP and affiliated NICU’s and PICU’s. The successful candidate will be able to operate independently, effectively prioritize and triage requests, and have demonstrated problem-solving skills. This position is responsible for supervision of student workers and serves as a primary resource to other departmental staff.
Administrative Support - 50% -Manage day to day office operations: provide administrative support for faculty, staff, students and research assistants; -Manage facilities and space requests, including office moves, computer and phone installations and upgrades; -Facilitate new faculty onboarding, computer and security access requests; -Responsible for a wide variety of inquiries as the first point of contact for faculty, staff, students, and other medical school constituents, utilizing knowledge of University, Departmental and Division policies, and using independent judgment; - Responsible for drafting, editing and processing manuscripts, grant proposals, letters, memoranda, reports, tables, graphs and other documents; -Proofread manuscripts, grant proposals, letters, memoranda, reports, tables, graphs and other documents for spelling, grammar, punctuation, and typographical errors; -Update faculty bio-sketches and maintain publication files for faculty members; prepare annual Faculty Reviews, Compact, and Promotion and Tenure documents. -Plan and assist with executive-level meetings, seminars and/or conferences; -Oversee mail and courier services; -Oversee preparation of educational materials, scans images and documents; -Orders office supplies from UMarket and online vendors.
Clinical Support - 25% - Maintain provider medical credentialing records; - Create and maintain complex annual physician attending and monthly call schedules and calendars; - Provide research administrative support; data entry and maintenance of research databases; - Create clinical correspondence; prepare NICU follow-up letters, clinic letters, update physician listings; - Create and maintains current list of referring physicians;
Financial – 20% -Create requisitions, expense reimbursements, travel reimbursements, and purchase orders in EFS; -Prepare quarterly compensation report documents; -Manage Purchasing Card and complete month-end reconciliation through EFS; -Manage and maintain database of division financial records.
Additional Responsibilities - 5% -Performs other job-related duties as assigned.
***This position is represented by a bargaining unit, AFSCME Clerical. Dues or fair share deductions will be made.***
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