Office Coordinator

4 weeks ago

New York, United States ATD Technology LLC Full time
Job DescriptionJob Description

Purpose:

Under the general supervision of the Assistant/Administrative Director of Medicine and direct supervision of the Director of the Cardiology Division and the Cardiology Fellowship Program Director, this role involves general administration of the Cardiology Fellowship Program and providing administrative support to the Division of Cardiology. The position requires significant independent initiative and judgment once appropriate skill levels are achieved.

Specific Duties and Responsibilities:

Cardiology Fellowship Coordinator:

  1. Administer the smooth running of the Fellowship program in collaboration with the Program Director, DME, and Division Director.
  2. Manage all Division/Fellowship schedules, including completion on AMION.
  3. Ensure all necessary paperwork (contracts, visas, credentialing, etc.) is completed for each Fellow before the academic year starts.
  4. Monitor and process all evaluations for Fellows, manage electronic surveys, and enter data into the database.
  5. Coordinate agency inspections, prepare required documents, maintain the Fellowship manual, and participate actively in inspections.
  6. Screen Fellowship applicants using ERAS based on pre-approved criteria, schedule interviews, and prepare interview files.
  7. Prepare and enter the rank order list for the NRMP fellowship match.
  8. Process paperwork for selected Fellows, verify accuracy, generate contracts, and ensure all contracts are signed.
  9. Maintain Fellows' files according to regulatory rules, ensuring security and long-term retention.
  10. Manage Fellows' time, leave, and reimbursement processes for conference attendance.
  11. Provide information for Fellows' rotations at other institutions and gather evaluations from these institutions.
  12. Participate in Clinical Competency Committee Meetings, Program Evaluation Meetings, and other relevant committees. Attendance at annual Fellowship Coordinator conferences is preferred.

Cardiology Division Coordinator:

  1. Ensure the smooth operation of the Cardiology service, serving as the office manager for the Cardiology team, including nursing and administrative staff.
  2. Coordinate with the Head Nurse to purchase patient care items and manage follow-up.
  3. Collaborate with the Division Director and Service Line Manager(s)/AED(s) in the new needs budget process each year.
  4. Generate on-call and consult schedules for physicians and Fellows.
  5. Manage calendars for all Attendings and Fellows.
  6. Perform general secretarial duties, including typing, filing, answering phones, and scheduling.
  7. Manage time and leave for Attendings, track time used, and handle requests for time off and CME reimbursement.
  8. Maintain up-to-date credentialing and personnel files for Attendings, including licenses, DEA documentation, and proof of mandated courses.

Purchasing:

  1. Handle purchasing responsibilities for Cardiology and the Medicine office.

Knowledge, Skills, and Abilities Required:

  • Detail-oriented with strong organizational and interpersonal skills.
  • Excellent communication skills and the ability to generate correspondence independently.
  • Capability to work independently and as part of a team.
  • Ability to handle sensitive information with confidentiality.
  • Proactive approach with strong planning and follow-up skills.
  • Strong computer skills, including proficiency in Microsoft Word, Excel, and PowerPoint, and the ability to manage new regulatory requirements.

Qualification Requirements:

  • Minimum of 3-5 years of office administration experience, preferably in a healthcare or education setting.

ATD Technology, LLC is a certified minority woman owned business that creates opportunities to match qualified individuals with client programs while meeting all parties' financial and technical goals. ATD is a full service provider with offerings in Contract, Permanent and Temp-to-Perm staffing solutions. We serve Fortune 1000, mid cap and small cap companies in the Commercial, Public and Government sectors.

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