Administrative Staff Specialist- Transplant Surgery- Days

Virginia Commonwealth University Health Systems
United States, Virginia, Richmond
Oct 29, 2024
We are seeking an experienced, dynamic administrative professional who possesses the ability to prioritize tasks and plan efficiently to meet deadlines, handle sensitive information with discretion and maintain confidentiality, and provide exceptional customer service to team members and clients alike. This position requires a high level of attention to detail and proven ability to multitask in a fast-paced environment. The Administrative Staff Specialist reports directly to the Division Administrator for Transplant Surgery and provides administrative support to the Transplant Surgery Division Chair, Transplant Surgery Fellowship Director, Transplant Surgeons and Transplant Surgery Fellows. This individual is responsible for the following among other important tasks: - Scheduling and organizing high-level meetings - Scheduling and organizing recruitment surgeon & APP interviews and onboarding - Completing travel authorizations and reimbursement requests - Assisting with credentialing and serving as main division contact with credentialing team - Assisting with patient scheduling for Division Chair and/or other Transplant Surgeons - Responding to phone inquiries and completing appropriate triage - Assisting Fellowship Director with Transplant Surgery Fellowship The Administrative Staff Specialist performs administrative/secretarial functions for the Department that include assisting with budget planning; monitoring expenditures; processing accounts receivable; resolving discrepancies with vendors; keeping personnel files in accordance with JCAHO expectations; ordering supplies/equipment and reporting hazards to the appropriate department. This job assists with scheduling appointments, registering patients, resolving patient disputes and answering the telephone. This job verifies insurance but not limited to obtaining referrals and authorization and stays abreast of insurance policies and changes. This job also keeps abreast of Hospital and HR policies as they are implemented. The Administrative Staff Specialist arranges for the repair and maintenance of office equipment, monitors staff attendance and time, and assists staff as needed. The Administrative Staff Specialist facilitates and coordinates the day-to-day administrative activities of the department. This position supports fiscal and time management objectives of the department by coordinating administrative services through effective interactions with the health care team and other support staff. Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of four (4) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Five (5) years of previous secretarial/administrative work experience in an office setting Previous experience in an academic health care setting Education/training REQUIRED: High School Diploma or equivalent Education/training PREFERRED: Associate Degree in Business, Accounting or related field from an accredited program Independent action(s) required: Coordinates recruitment activities and scheduling of interviews with applicants. Performs daily activities with minimal supervision. Ability to work in a fast pace environment; proactively resolve problems with minimal supervision. Provide new faculty member orientation. Manage multiple physician calendars and appointments. Coordinate business travel arrangements as assigned for new recruits and current departmental faculty members. Orders supplies/equipment. Arranges for the repair and maintenance of office equipment Supervisory responsibilities (if applicable): N/A Additional position requirements: Work schedule may change based on department's needs Age Specific groups served: All Physical Requirements (includes use of assistance devices as appropriate): Physical: Lifting less than 20 lbs. Lifting 20-50 lbs. Activities: Prolonged standing Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Reading, Logical thinking Emotional: Fast pace environment, Able to handle multiple priorities, Able to adapt to frequent, change EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.