Senior Medical Administrative Coordinator
4 weeks ago
The successful candidate will be responsible for providing high-quality administrative assistance to multiple physicians and physician assistants (PAs) in the following aspects including prioritizing complex issues, maintaining strict confidentiality, performing advanced administrative and office support duties at the highest level.
Establishes new meetings based on provided details. Cancels or reschedules meetings when requested. Maintains detailed and accurate calendar for multiple physicians including appropriately routing requests for appointments, screening calls, arranging conference calls, and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.
Generates documents and reports based on provided guidelines.
Gets input when a problem or issue is of a medical nature.
Works independently, and uses own initiative to make judgments and decisions. Uses good judgment daily in decision making and prioritizing duties including scheduling meetings, dictation and transcription, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Handles crisis or urgent matters appropriately.
Manages travel budget and expenditures for physicians and PAs to include making travel arrangements and processing pre-approvals, reimbursements, purchase orders, and payment vouchers. Manages patient legal casework flow between physicians and attorneys. Manages inquires, scheduling, subpoena intake and coordination, billing and collection for legal meetings, depositions and trials. Prepares confidential correspondence including letters of recommendation, etc., and sends to outside physicians, internal and external stakeholders.
Maintains knowledge of Departmental, School, and University administrative policies and procedures. Organizes and triages phone calls appropriately.
Takes accurate and complete messages that include relevant information to allow direct and efficient responses, and communicates instructions and requests with various physicians, PAs, clinic staff, attorneys, etc. Documents actions and telephone calls in Epic relating to patient calls as appropriate. Transcribes and edits dictated correspondence. Maintains a comprehensive filing system for correspondence, reports, and records.
Keeps assigned physician’s and PA’s C.V.s current. Organizes and expedites work flow of special projects, and initiates follow-up action appropriately. Acts as a resource to faculty and administrative manager in preparing Promotion and Tenure applications and Annual Review forms. Handles special and ad hoc support responsibilities and projects specific to the areas of responsibilities.
Required Knowledge, Skills and Abilities:
Ability to represent assigned physicians and PAs, and effectively communicate with senior leadership, faculty, staff and external constituents in a professional, confidential manner.
Ability to multi-task in a demanding and complex environment.
Ability to work independently or as part of a team with minimal supervision.
Ability to work with and maintain confidentiality of patient information
Prior experience with detail-oriented tasks such as purchasing and payables. Working knowledge of expense reporting.
Considerable knowledge of medical terminology and transcription technology.
Must possess excellent interpersonal, organization, analytical and customer service skills (written and oral)
Meticulous attention to detail.
Ability to follow instruction, demonstrate initiative and apply both critical thinking skills and analytical thought processes to interpret faculty members’ needs and respond accordingly.
Ability to interpret/communicate information in patient chart during patient phone calls.
Ability to manage multiple tasks in a fast-paced, demanding and complex environment.
Ability to work well as a team member, as well as independently with minimal supervision.
Preferred Education: High school diploma. Bachelor's degree substitutes for experience minimum. A minimum of 4 years of administrative support experience to an executive level position.
Preferred Experience: Five years of medical office experience.
Required Computer Applications: Microsoft Excel, Outlook, PowerPoint, Word. Familiarity with Epic, Workday and Zoom.
This position will remain open until filled.
Application Instructions: Please apply through Workday and complete an application online. Include the following documents:
• A CV/resume
• A cover letter
All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered.
For questions about the application process, please contact Eric Allen, Academic Recruiter @ . Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy. This is a restricted position contingent upon the continued availability of funding.
Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.
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