Scheduling & Admin Support

The Scheduling & Administrative Support role is a critical position focused on handling the day-to-day administrative and operational tasks that support the Executive Administrators and Executive Director of Acute Services. This individual will assist with provider scheduling, census tracking, data entry, reporting, and administrative coordination, ensuring smooth hospitalist operations across multiple campuses. A key aspect of this role is becoming proficient in iMed, Spectrum Medical Partners' internal billing and census management system, to support accurate data management and reporting.

Key Responsibilities

Scheduling & Provider Support

• Assist in maintaining and updating provider schedules across multiple hospital campuses.
• Support schedule adjustments, shift changes, and coverage coordination as needed.
• Ensure timely communication of schedule updates to providers and leadership.
• Maintain accurate record-keeping of shifts, time-off requests, and staffing allocations.

Census & iMed System Support

• Become proficient in iMed, Spectrum Medical Partners’ internal billing and census management system.
• Assist in data entry, census updates, and daily reconciliations in iMed.
• Run census reports and distribute findings to the Executive Administrator and Executive Director.
• Identify and report census discrepancies to support improved accuracy.

Administrative & Operational Support

• Provide direct administrative assistance to the Executive Administrator and Executive Director.
• Support with data entry, document preparation, and email correspondence.
• Run and distribute daily, weekly, and monthly reports as required.
• Assist in preparing meeting agendas, presentations, and follow-up action items.
• Organize and maintain departmental files, records, and databases.
• Coordinate meetings, conference calls, and in-person appointments for leadership and hospitalist teams.

Process & Communication Support

• Act as a key point of contact for hospitalist team inquiries related to census data.
• Support quality performance initiatives, particularly related to census tracking and provider scheduling.

General Office & Technology Support

• Maintain and update contact lists, department directories, and provider schedules.
• Utilize Microsoft Office 365 (Excel, Outlook, Teams, SharePoint, and Word) for administrative tasks.
• Ensure accurate and timely email communication on behalf of leadership.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or a related field (preferred).
• Experience in healthcare scheduling, administrative support, or hospital operations.
• Proficiency in Microsoft Office 365 (Excel, Outlook, Teams, SharePoint, and Word).
• Strong organizational and time-management skills with attention to detail.
• Ability to prioritize multiple tasks and work in a fast-paced environment.
• Willingness to learn and become proficient in iMed for census and billing management.
• Excellent communication and interpersonal skills to support effective collaboration.
• Problem-solving skills with the ability to adapt to changing needs and priorities.

Preferred Qualifications

• Experience with iMed or other hospital billing/census tracking systems.
• Familiarity with hospital operations, provider staffing, or healthcare administration.

Work Environment

This role is essential in supporting day-to-day administrative and operational tasks, ensuring smooth scheduling and census management. The position is primarily office-based but requires some interaction with hospital staff and company leadership.

Reports To

Executive Administrator & Executive Director of Acute Services