Office Administrator - Motility Center

SHIFT:

Day (United States of America)

Seeking Breakthrough Makers

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We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview

Recognized specialist that provides advanced administrative support. Oversees departmental scheduling. Coordinates travel. Assists with the preparation of reports. Leads the work of others but does not have direct management responsibilities. Highest level individual contributor role (for non-executive level support). Demonstrates effective workload balance and ability to prioritize imperative work while meeting deadlines across remaining responsibilities.

What You Will Do

• Serve as an overall point of contact for the Motility Center and triage messages appropriately.
• Partner with nursing and clinical team to process motility second opinion intakes, scheduling, and record retrieval. Including but not limited to:
• Ensure patients are scheduled in a timely manner and assist where/if needed.
• Assist in triaging appropriate cases to clinical team for review.
• Assist in identifying complex scheduling appointments for GI, BH and Nutrition.
• Assist in scheduling motility second opinion for behavioral health and nutrition.
• Maintain ISMO referral tracking and scheduling of presenters.
• Primary contact for motility multi-D clinic scheduling.

Organize and coordinate key center meetings, including:

• MMGR
• LMC
• PACE
• Journal Club
• Motility All Providers Meeting
• Monthly reoccurring center specific meetings
• Track and monitor all CME related activities for the Motility Center
• Process patient calls, myCHOP messages, medication authorizations, signatures for forms, letters, correspondence, etc. for Medical Director of the Motility Center.
• Provides EPIC scheduling maintenance for patient appointments for Medical Director of the Motility Center.
• Clerical and Administrative Support
• Perform advanced administrative tasks including triage calls, coordination and scheduling. Respond to complex inquiries and assist stakeholders.
• Maintain systems, procedures, and methods for record keeping and reporting.
• Assist in the preparation and coordination of for meetings, interviews, committees, conferences and calendars including schedules, agendas and minutes.
• Prepare presentations, letters, reports, memoranda, and related materials.
• Coordinate travel and expense approval.
• Assist with preparation of financial and quality reports.
• Office Maintenance
• Manage office supplies and order for the department.
• Manage the centralized email account for the department.
• Employee Support
• Maintain the departmental calendar, directory, timekeeping, and schedules.
• Update and provide new employee orientation for all new hires.
• Collaborate internally all new employee needs including network setup, program access, phones, keys, and physical space.
• Other duties and administrative support projects as required.
  
  

Education Qualifications

• High School Diploma / GED Required
  
  

Experience Qualifications

• At least five (5) years administrative experience in office or clinical setting Required
  
  

Skills And Abilities

• Basic knowledge of medical terminology and protocols
• Basic knowledge HIPAA regulations
• Intermediate proficiency with electronic medical record software (EPIC)
• Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
• Excellent verbal and written communications skills
• Excellent interpersonal skills
• Excellent organizational skills
• Excellent time management skills
• Strong conflict resolution skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Strong decision making and prioritization skills
• Knowledge of administrative processes and procedure, as well as principles and practices of office management
  
  

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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