Administrative Assistant 3-Cardiovascular Medicine

The Ohio State University

About The Position

The Electrophysiology Administrative Assistant in the Division of Cardiovascular Medicine within the Department of Internal Medicine provides comprehensive administrative, operational, and business support to electrophysiology faculty members. The position supports the daily business functions of eleven faculty members and serves as a central resource for coordinating clinical scheduling, faculty support, financial transactions, human resources processes, facilities and space needs, communications, and event logistics. The role leads the creation and management of division clinical schedules, provides administrative support to Electrophysiology Cardiologist faculty, and coordinates daily administrative and business activities in collaboration with the Administrative Manager. It also supports departmental operations through reporting, policy and procedure work, communication, and liaison services.

Responsibilities

Maintain accurate clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care.
Submit physician leave within required timeframes and coordinate clinic openings and closures.
Prepare and submit physician expense reports within the required 60-day deadline.
Coordinate business travel and prepare and submit spend authorizations and related travel documentation.
Support faculty onboarding, offboarding, and transitions, coordinating with departmental, divisional, and institutional partners.
Assist with staff onboarding and human resources processes.
Coordinate calendars and organize logistics for meetings, conferences, workshops, and special events.
Prepare and distribute meeting agendas, materials, and follow-up communications.
Support facilities and space-related needs for heart failure faculty and associated staff.
Create and manage division clinical schedules, including physician and call schedules; maintain block schedules and enter schedule information and changes in the appropriate systems.
Use knowledge of provider expertise, availability, preferences, planned time off, and historical patterns to create schedules that meet division clinical obligations.
Communicate with physicians about schedules, locations, and scheduling issues; coordinate urgent or special-request patients and priority scheduling projects.
Escalate scheduling patterns and significant issues to the Division Director, Division Administrator, and Program Manager.
Monitor template changes for compliance with revenue cycle management initiatives and monitor daily access availability using prospective reporting metrics; produce reports as directed.
Provide faculty calendar management and travel coordination and complete project work assigned by the Division Administrator and Program Manager.
Coordinate and monitor daily administrative and business activities and services related to finance, human resources, outreach and marketing, and facilities and space, in collaboration with the Administrative Manager.
Implement, evaluate, and modify administrative policies and procedures; help identify and resolve operational concerns and ensure appropriate actions are taken.
Review, screen, and route correspondence, inquiries, and concerns to appropriate individuals for investigation and resolution.
Provide technical and administrative guidance; research, collect, and compile information for complex departmental reports, strategic planning, and decision-making.
Convey directives from department leadership and act as the department's travel, eRequest, and Human Resources Action (HRA) initiator.
Serve as a liaison with university offices, faculty, staff, and outside agencies.
Perform other administrative and operational duties as assigned.