Provides administrative and clinical support to the Chief of Cardiac Surgery and fulfills administrative duties to support the overall office. This position will be the first point of contact to the Cardiac Surgery Division (the Division) for all constituents. The Sr. Administrative Coordinator will serve as a liaison with other University Departments, medical center departments, and external organizations. Sr. Administrative Coordinator will work in a fast paced and demanding environment and must be able to function independently.
Duties and Responsibilities:
* Participate in the preparation of the medical records or research documentation, budget, administrative, and regulatory documents for patient records, grant proposals, clinical or research protocols, and/or contractual agreements.
* Manage the Chief's electronic calendars for multiple meetings and manage frequent requests.
* Resolve scheduling conflicts.
* Ensure that the Chief is fully prepared for meetings and appearances by coordinating, collecting and providing materials to participants in a timely fashion.
* Develop or revise filing system to maintain academic, administrative, donor, VIP and other relevant files. Maintain files and record keeping systems
* Plan and coordinate meetings/events which involve securing venues as well as coordinating travel, hotel, reimbursement and payment of honoraria for guest lecturers as well as developing itineraries for guests/potential faculty recruits
* Work on special projects as requested.
* Schedule and coordinate all departmental meetings
* Prepare and edit presentations, slides, manuscripts, reports, and emails as requested.
* Helps coordinate and document management, narrative and statistical reports for private and government agencies.
* Grant preparation, including NIH grant applications or other funding grants.
* Compile data for preparation of various periodic ad hoc reports
* Relay messages and greet visitors to the Division
* Make travel and accommodation arrangements for Chief and visitors
* Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment
* Renew licenses and memberships for Chief as needed.
* Prioritize workloads as needed to meet competing deadlines
* Perform other duties and special projects as assigned
* Provide support for faculty's activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Support includes, managing references, maintenance of a list of continuing medication education (CME) activities and maintenance of a current curriculum vitae (CV).
* Perform a wide variety of administrative support to faculty and staff as required with regards to special projects and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
* Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
* Assists with special events planning.
* Operates personal computer to access email, electronic calendars, and other basic office support software. SAP transactions including order of supplies (Shopping Cart). Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Utilizes Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.
* Needs to know the campus locations, travel to many buildings to deliver documents and important materials each day.
* Demonstrate utmost professional behavior as the representative of the Division
* Is expected to provide the highest level of compassion, empathy, and customer service to patients and their families
* Answer patient calls and triage where needed. Answers patient medical questions where appropriate and determines if physician/nurse response is required. May perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
* Is expected to act as an information resource and provide assistance for faculty, Department manager, trainees and staff as well as contacts from outside the Department.
The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.