SUMMARY: We are currently seeking a Medical Office Coordinator to join our Emergency Med-Pro Services team. This full-time role will work on-site (SHIFT: Days). Purpose of this position: Provides high-level administrative support for a department, division, or program to the Medical Office Manager, Department Chief, Assistant Chief, Program Director, and/or Division Director(s) of a medical staff department service office. RESPONSIBILITIES: - Builds and manages templates in Amion for the Emergency Department, on-call schedules, paid time off (PTO, academic time(CME), and contract providers. Manages changes for urgent and non-urgent. Finds coverage for urgent provider changes - Builds and manages complex schedules in Qgenda for the Emergency Department, on-call schedules, paid time off (PTO, academic time(CME), and contract providers. Manages schedule changes on an urgent and or non-urgent basis. Finds coverage for schedule openings on an urgent and a non-urgent basis - Ensures adequate coverage of the medical office and steps into other staff responsibilities during an absence as needed or requested - Provides/performs departmental administrative duties to support the Department Chief, medical/program/division directors, staff physicians, and/or trainees (including screening/triaging telephone calls, facilitating patient enquiries, maintaining Outlook calendars for department physician leadership, handling incoming mail, completing expense reports, obtaining signatures, filing, organizing, planning/organizing special events within the department) - Assists the Medical Department’s Practice Manager and/or Supervisor with administrative duties and attends meetings in his/her absence - Prepares and manages the department provider annual review process - Performs various online functions involving PeopleSoft, E-way, Finance, or Payroll and oversees payroll time reporting for department medical staff providers (Physicians and APPs) - Operationalizes departmental financial and capital budgets and tracks expenses - Prepares formal correspondence, meeting minutes, and departmental publications.Types/transcribes a variety of materials (including correspondence, grants, contracts, manuscripts, curricula vitae, and presentation and lecture materials) - Oversees the credentialing and privileging of physicians and advanced practice providers for the department or division. Works with the Office of the Medical Staff, regulatory agencies, and other depts to ensure compliance with licensure, annual required training and certifications - Manages the Service Office’s use of space, equipment, and supplies (including offices, conference rooms, office supplies and inventory, and office equipment) - Assists in the coordination and orientation of new departmental/divisional physicians and advanced practice providers recruitment, interviews, on-boarding, off-boarding, academic appointment, promotion, and other matters affecting their employment - Creates and maintains clinic, procedural, on-call, attending, consult, paid time-off (PTO), and academic schedules for department or division(s) on Provider Scheduling System (ie.,AMION); monitors monthly AMION reports and validates variances - Facilitates the processing of medical staff leaves of absence, according to guidelines, and notifies appropriate medical center departments accordingly - Management Suite and any departmental software programs, on-boarding/off-boarding, and coordinating rotation schedules - Oversees and coordinates departmental CME activities (i.e., scheduling lectures, reserving rooms, ordering food, making travel/hotel reservations, coordinating honoraria, visiting professorship programs, processing ACCME-required paperwork, creating or assisting with presentation materials and tracking budgeted CME expenses) - May recommend the implementation of department policies and procedures, and evaluate and modify existing procedures to increase department efficiency - Processes academic promotions through the University of Minnesota Medical School - Performs other duties as assigned