Office Manager, Peer Assistance Monitoring Programs

Foundation of the Pennsylvania Medical Society•Mechanicsburg, PA

9d•Onsite

About The Position

The Foundation of the Pennsylvania Medical Society is a nonprofit, tax-exempt public organization established in 1954 as the philanthropic affiliate of the Pennsylvania Medical Society. Its mission is to sustain the future of medicine in Pennsylvania by providing programs that support medical education, physician health, and excellence in practice. The Peer Assistance Monitoring Programs (PAMP) provide education and information about impairment issues, intervention, triage and referral, and monitored recovery to all eligible healthcare professionals. The PAMP handles a high volume of telephone calls and digital material, which can take priority over the primary position responsibilities outlined here. The Office Manager focuses on providing administrative and financial oversight to the Peer Assistance Monitoring Programs.

Requirements

Minimum 2 years’ experience in a similar role
Strong interpersonal, communication (verbal and written), and problem-solving skills
Ability to work independently and within a team
High standard of accuracy and attention to detail
Strong organizational skills
Proficient in database operations and data entry
Proficient in Microsoft Office Suite (Word, Excel, SharePoint, PowerPoint)
Ability to manage multiple projects simultaneously and meet deadlines
Ability to maintain highly sensitive and strictly confidential information
Valid state-issued driver’s license
Ability to communicate with and work cooperatively with many different people internally and externally, and the ability to adjust to constant change.

Nice To Haves

Knowledge of addiction/12-Step recovery is a plus

Responsibilities

Supervise and manage all administrative staff for the PAMP service line.
Provide administrative oversight and management of PAMP documents for the director, medical directors, case managers, assistant case managers, and Foundation staff (as needed).
Provide direct training for PAMP office protocols and processes for all new PAMP employees.
Manage the payment process for all services for participants and state payors, including preparation of state, Affinity, and participant fee invoices for payment; creation of invoices and processing of advocacy fee payments.
Manage scholarship assistance payments and track all assistance funds.
Prepare and process monitoring fee year-end mailings.
Coordinate and/or oversee the operational setup of all Advisory Committee meetings and follow-up with committee members.
Maintain all Advisory Committee lists and historical appointments.
Manage and/or direct the transcription of all Advisory Committee meeting minutes and case conference notes.
Schedule and coordinate PAMP presentations and related follow-up with the Foundation Executive Director, PAMED membership, the requesting entity, the presenter, and the PAMED CME office when applicable.
Manage the preparation of monitoring agreements for signature.
Process signed monitoring agreements and releases.
Ensure the maintenance and update of the office procedure manual.
Proofread/edit letters and PowerPoint presentations.
Process incoming and outgoing correspondence.
Assist and follow up on incoming calls.
Scan documents.
Maintain inventory of PAMP printed materials.
Maintain and update program forms and monitor the accuracy of the website information.
Purchase postage stamps and office supplies (when necessary).
Actively assess and improve contributions to company culture by practicing advocacy meaningfully, encouraging and respecting individuals' ideas and experiences, elevating colleagues' confidence to bring their whole and best selves to work, and navigating all communication based on active listening and thoughtful dialogue.
Assists with coordination of other PAMP, Foundation, or PAMED initiatives, as well as other duties that may be requested or assigned.