Administrative Coordinator

Hospital for Special Surgery • New York, NY

21h • $31 - $47

About The Position

The Administrative Coordinator will provide high-level, comprehensive support to Drs. Peter Fabricant and David Scher in their capacity as Associate Program Directors for the Orthopedic Residency program. The role manages their day-to-day schedules, organizing and preparing for meetings, and acting as the point of contact among executives, employees, clients, and other external partners. The position also assists with strategic planning of programs and initiatives, coordinating meetings and retreats, and preparing correspondence and letters on behalf of Drs. Fabricant and Scher. Additionally, the position supports the physicians with special projects and initiatives. In this role, the applicant must exhibit the ability to transcribe material of a highly confidential nature, as well as compose letters and initiate correspondence for review by Executives. Additionally, promoting a professional atmosphere through courteous communication, cooperation, and respect for patients, visitors, colleagues, and members of the health care team is essential.

Requirements

• Minimum 3 years Experience providing administrative and/or office support, including meeting coordination and preparation and vendor payments/invoice processing
• Event planning and coordination experience including small and large ceremonies, awards programs and celebrations
• Prior exposure to working environments that included interdepartmental and/or committee efforts and initiatives, interacting with groups from all areas, including senior leadership, healthcare setting experience preferred
• Proficient in Microsoft Office Suite: Outlook, Excel, Word, PowerPoint, Teams
• Excellent verbal and written communication skills
• Strong organizational skills with attention to detail
• Extremely organized and able to multitask
• Strong customer service orientation
• Must be adaptable to changing environment, flexible in prioritizing tasks
• Demonstrated ability to work efficiently in a fast-paced environment
• Present and maintain courteous and professional demeanor
• Ability to work in a team and coordinate with senior level administrators
• Ability to independently resolve issues and handle unexpected challenges
• Ability to adjust to changing situations, work assignments, and work schedule
• Minimum 5 years in high profile healthcare/legal business environment.
• Performs accurate typing 45-60 words/minute.

Nice To Haves

• Bachelor’s Degree preferred
• Proficiency in automated office productivity tools i.e. Microsoft Office Suite (Excel, PPT, Word, Outlook.
• Familiarity with occurrence reporting software such as RL Solutions helpful

Responsibilities

• Act as the point of contact among executives, employees, and other external partners
• Manage calendars and coordinate meetings
• Manage information flow in a timely and accurate manner
• Organize travel and accommodations for business trips/offsite conferences
• Prepare and submit travel-related expenses following each business trip or offsite conference/meeting and keeping record of paid/unpaid reimbursements
• Assist in planning of academic programs and activities for the residency
• Regularly attend and participate in meetings between Drs. Fabricant and Scher and members of the Academic Training Staff, facilitating follow up on action items
• Adeptly handle administrative matters including screening calls, managing calendars, planning meetings, making travel arrangements, processing reimbursements, check requests, and invoice payments
• Interact professionally with all levels of staff and maintain the highest level of confidentiality maintaining tact and diplomacy in handling sensitive issues
• Collaborate, participate, and lead strategic initiatives and projects at the direction of Drs. Scher and Fabricant
• Help support the planning and coordination of Pediatric rotation of the Orthopedic Residency under the leadership of the Pediatric Education Director including assistance with scheduling, coordination and other education related activities
• Collaborate and work with Physician’s clinical office staff to ensure schedule alignment.
• Assists with contracts
• Assists in the negotiation of physician managed care contracts, analytics, and financial modeling.
• Coordinates enrollment
• Coordinates physician enrollment in managed care plans.
• Ensures compliance
• Ensures compliance of managed care companies with negotiated contracts.
• Resolves payor issues
• Followsup and resolving payment issues with Insurance Payors.
• Acts as liaison
• Acts as a liaison between physician offices and Insurance Payors.
• Assists with meetings
• Schedules, coordinates, and documents for all PHO related meetings.
• Maintains tracking logs
• Creates and maintains tracking logs for Insurance Payor issues and accountability for closing out items.
• Oversees PHO line
• Oversees PHO phone line, answers and responds to inquires, and assist with urgent physician office issues.
• Attendance
• Maintains satisfactory attendance record.
• Maintains punctuality
• Reports for duty punctually.
• Adjusts to change
• Adjusts to changing situations and work assignments.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level