Administrative Practice Coordinator - Dr. Munish Gupta

Hospital for Special Surgery•New York, NY

14h•$31 - $47•Onsite

About The Position

The Administrative Practice Coordinator will provide daily administrative operations support for physician practices. This role involves managing physician academic and clinical calendars, handling sessional template change requests, managing office email inboxes, and overseeing Epic In-Basket and Secure Chat pools. The coordinator will also manage office supply inventory, coordinate ordering, retrieve and distribute mail, schedule patient appointments, provide preparation instructions, and maintain accurate scheduling records. Additionally, the role includes financial and vendor coordination, such as overseeing practice-related expenses, managing purchase orders in Workday, maintaining vendor relationships, coordinating payments, and tracking time studies. Academic and physician support involves maintaining CVs and publication records, managing academic memberships, submitting expense reimbursements, coordinating onboarding for visitors, monitoring CME requirements and license renewals, and maintaining credentialing documentation. The position also requires preparing presentations and materials for meetings, drafting correspondence, preparing agendas, assisting with minutes, and coordinating academic and clinical events. Communication and collaboration involve managing phone calls, emails, and correspondence, facilitating communication across pods, and assisting with cross-coverage and training.

Requirements

High school diploma required
Minimum 2 - 4 years of administrative or office management experience supporting physician practices.
Proficiency in Microsoft Office Suite and Outlook calendar management
Strong organizational, communication, and interpersonal skills
Ability to manage multiple priorities
High level of professionalism and discretion

Nice To Haves

Associate’s or Bachelor’s degree preferred
Familiarity with Epic, Workday, and Dimensions preferred

Responsibilities

Support daily administrative operations for physician practices.
Manage physician academic and clinical calendars.
Manage physician clinical sessional template change requests submissions.
Manage physician office shared email inboxes.
Manage the Service Line General Admin shared email inbox and in-basket.
Oversee Epic In-Basket and Secure Chat pools.
Manage office supply inventory and coordinate ordering.
Retrieve and distribute departmental mail.
Schedule patient appointments according to physician protocols.
Provide appointment preparation instructions.
Maintain accurate scheduling records.
Monitor Epic In-Basket for scheduling requests.
Oversee practice-related expenses.
Manage purchase orders in Workday.
Maintain vendor relationships and coordinate payments.
Track time studies for physicians and staff.
Maintain physicians’ CVs and publication records.
Manage academic memberships and external partnerships.
Submit physician expense reimbursements.
Coordinate onboarding for academic visitors and traveling physicians.
Monitor CME requirements and clinical license renewals.
Maintain physician credentialing documentation.
Prepare presentations and materials for meetings.
Draft correspondence and communications.
Prepare meeting agendas and assist with meeting minutes.
Coordinate academic and clinical events.
Manage phone calls, emails, and correspondence.
Facilitate communication across departmental pods.
Assist with cross-coverage and training within the administrative pod structure.