Sr. Administrative Coordinator

• 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.

Clinical Duties:

• 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.

Administrative:

• Create and Manage Monthly OR schedule.
• Manage Faculty away and on-call schedules.
• Work with CORP, and OR Management team on OR closures.
• Manage Posting Sheet template.
• Run all recruitment visits – in the last year, we have had 4 faculty positions become vacant, so significant effort has been put forth for this initiative.
• For each visit, I handle all travel and logistics, as well as planning a full day of meetings/interviews.
• Manage three Grand Rounds Lectures, two of which are endowed and do not follow the typical Department of Surgery Grand Rounds Lectures, and include a 30-50 person dinner.
• Process all divisional invoices.
• Process reimbursements for faculty, fellows and staff within the division, and sporadically for those outside of division (Thoracic).
• Order all office supplies for office, and as requested by affiliate offices within our division.
• Provide STS paperwork to CVSICU on weekly/ as-requested basis – then collected by our Data team upon completion.
• Provide OR and ICU check- lists for both locations.
• Collect upon completion. Grade check list (post-op and universal time outs) and record results for Dr. Whitman/ data team to analyze.
• Create graphs and slides out of data for monthly quality meetings.
• Assist Dr. Whitman with tasks as needed (he is currently without a full-time admin).

Interim Fellowship Responsibilities:

• Coordinate and Communicate weekly fellowship curriculum.
• Distribute fellow on-call schedule to OR team.
• Manage communication with outside vendors to arrange wet labs and teaching opportunities for fellows.
• Coordinate rotators and clerkships within the division.
• 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.