Administrative Coordinator PD

Brown Medicine•Cranston, RI

4d•$24 - $40•Onsite

About The Position

SUMMARY: Under the general supervision of the Director, provides administrative support services, including scheduling meetings, preparing correspondence, preparing statistical analyses, etc. Participates in the development of the department’s short and long-term goals and coordinates the implementation of these goals. Schedules staff priorities, assigns work to and reviews performance of subordinate clerical workers. Monitors department operating budget as well as budgets and special/restricted funds associated with academic activities and research projects. Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate

Requirements

BASIC KNOWLEDGE:Level of knowledge in correspondence typing, medical terminology and business systems normally acquired in a one-year post-secondary secretarial program.
Supervisory skills to effectively plan, direct and evaluate activities of secretarial/clerical personnel.
Interpersonal skills to interact with personnel within and outside the hospital, including Department professional, technical, secretarial/clerical personnel, and other hospital staff.
Language skills to check secretarial/clerical work of others for accuracy, grammar, punctuation and completeness and to perform these duties when required.
Analytical and organizational skills to develop and evaluate effectiveness of office procedures, to gather and prepare appropriate information for Administrator and Chief, and to prepare and maintain records, reports and filing systems. Analytical ability to search records and interpret data.
Ability to develop utilization of and operate microcomputer to include report generation as needed for various purposes.
EXPERIENCE:Minimum of two to three years’ of progressively more responsible administrative skills to acquire experience-based knowledge of support functions, ability to effectively coordinate an efficient workflow, and a high level of organizational skills.

Nice To Haves

Supervisory experience in a medical academic environment preferred.

Responsibilities

Participates with Director in the planning of department short-and long-range goals. Responsible for the coordination and implementation of these goals.
Schedules, trains, and assesses performance. Recommends salary adjustments and, as necessary, disciplines subordinate employees up to and including discharge. Interviews clerical employees and recommends staff selection.
Coordinates the efficient flow of work through an assigned area of responsibility. Recommends and implements changes in work procedures to more effectively coordinate the flow of work. Prioritizes and assigns work to subordinate clerical personnel, reviews work for accuracy, grammar, punctuation, completeness and format. Provides functional guidance regarding department clerical operations, policies and procedures.
In conjunction with the Director, analyzes monthly fiscal data, identifies and researches budget variances and projects future budgetary variances. In addition, monitors expenses, investigates questionable charges and ensures expenses are allocated to appropriate cost center(s). Prepares and presents a monthly budget summary to the Director, discusses reports as appropriate.
Coordinates and arranges committee meetings and ensures timely processing of documentation associated with Brown faculty and/or fellowship appointments, re-appointments and promotions. Maintains licensure, memberships and academic appointments for full-time fellowships. Assists with Brown faculty and/or fellowship searches, (e.g. provides assistance in completing the fellowship application, advertisements, candidates’ travel arrangements, prepares and coordinates interview schedule, etc.). Coordinates the selected candidate’s relocation arrangements. Reviews credentials and tracking requirements (e.g. academic and visa related).
As appropriate, recommends office and computer equipment upgrades and replacements. Prepares cost analysis justification and source of funding for new equipment. Acts as the department resource to resolve computer and equipment problems. Refers complex problems and repairs to appropriate resources. Maintains office supply and equipment inventory; reorders as necessary. Reconciles materials received against orders and invoice. Prepares and follows up on check requests and purchase orders.
Prepares, organizes and maintains a variety of reports, statistics, and documents requiring file search, interpretation and compilation of data (i.e., billing, grant proposals, request for funding, tracking funding income and expenses, etc.). May prepare statistical analyses for research activities, satellite site operation, patient information, patient trends, type of treatment or service provided, number of discharges, volume predictions, or other statistical reports.
Composes rough and final drafts of memos, completes a variety of typing tasks including correspondence, personnel profiles, agendas, statistical tables, forms, etc., which may require knowledge of medical terminology.
Establishes, maintains and revises, as necessary, records and filling systems, handles confidential materials such as budget, payroll, and faculty/fellowship information and personnel data.
Recommends and modifies policies and procedures with the participation of the Director. Ensures policies and procedures are communicated to and understood by staff members.
Assists in the preparation and processing research grant applications, research papers, review articles, etc. Oversees research funds and expenses associated with each of the studies, including transfer of monies associated with salary support. Coordinates roll-over of funds at the conclusion of the study.
Provides academic and administrative support, including maintenance of calendar, files, and travel arrangements. Serves as liaison between the Director and hospital administration, research, clinical practice, Brown Medical School, affiliated hospitals and other institutions as necessary.
Identifies internal resource(s) to assist in obtaining and organizing existing hospital system data to develop quality assurance information to assess the progress and success of divisional programs.
As necessary, performs functions of subordinate clerical staff due to workload or staff shortages or to demonstrate proper work procedures.
Coordinates and supervises the activities of clerical support personnel performing a variety of duties to schedule appointments, prepare patient records, receive patients, insurance verification, diagnosis coding, co-payment preparation, and maintain related manual and computer records. Coordinates billing discrepancies with Brown University Health billing department.