Administrative Specialist

CAMC Health System•Charleston, WV

6d•Onsite

About The Position

Provides general academic department coordination in conjunction with department leadership, including the Chairperson, Division Chiefs, Administrator, and Program Directors. Assists with oversight and management of assigned departments and divisions while maintaining compliance with accrediting bodies, including ACGME. Provides sole support for scheduling software and coordinates annual clinical and academic schedules. Manages travel documentation and reimbursement for faculty, regardless of employer, and coordinates CME fund allocation pools. Exercises independent judgment on budgetary expenses and routine accounting related to assigned projects. The position also provides administrative support to academic programs, faculty, and leadership and helps implement departmental initiatives.

Requirements

Bachelor's degree; no experience required.
Alternatively, an associate degree and 2 years of administrative experience, or a high school diploma and more than 6 years of administrative experience.
Excellent time management and organizational skills.
Excellent problem-solving, verbal communication, and written communication skills.
High proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to work independently and collaboratively with peers and internal and external customers.
Positive attitude and team-oriented approach.
Must demonstrate competency through initial orientation and ongoing competency validation to independently perform assigned tasks and duties.
For positions with direct patient contact, must possess or obtain by the end of orientation and demonstrate developmentally appropriate patient assessment, treatment, or care knowledge and skills as specified by the department.

Responsibilities

Provide administrative support and coordination to departmental and divisional leadership.
Manage complex and detailed schedules for faculty, fellows, and residents.
Manage scheduling software, including data exchange with New Innovation and CAMC CAmnet.
Provide expertise in scheduling software and deliver training to divisional program leadership and support staff.
Attend one conference biennially related to scheduling software training, development, management, and utilization.
Maintain time-sensitive documentation for faculty licensure, certifications, DEA registration, enrollment, and credentialing.
Manage divisional and departmental accounting functions, including faculty travel reimbursement and CME allocated funds.
Develop spreadsheets for tracking and reporting, including faculty hours, budget expenses, and discrepancies.
Perform accounting functions, including procurement, purchase orders, accounts payable, and credit card and expense reconciliation.
Provide backup support for residency and fellowship program specialists and support academic programs during high-season events such as graduation and match.
Develop faculty recruitment and interview itineraries in coordination with leadership, including interviewee selection, availability, and logistics.
Participate in departmental leadership initiatives and support faculty and leadership in managing and implementing initiatives and projects.
Maintain and document applicable required education.
Demonstrate positive customer service and co-worker relations.
Comply with the company's attendance policy.
Participate in departmental and institutional continuous quality improvement activities.
Perform work cost-effectively and in accordance with departmental pay practices and scheduling policies, including overtime, shift work, and on-call situations.
Perform work in alignment with the organization's mission and strategic plan, follow applicable policies and procedures, and perform related duties as assigned.