Hospitalist Administrative Support Coordinator/Program Mgr

Overview

The Hospitalist Administrative Support Coordinator is responsible for providing comprehensive administrative support to the hospitalist team. This role involves creating agendas, taking minutes, monitoring task lists, assisting with credentialing and onboarding processes, scheduling meetings, managing confidential payroll and personnel data, and developing presentation materials. The ideal candidate will possess strong organizational, writing, and editing skills, and the ability to work independently with minimal instruction.

Responsibilities

• Administrative Support:

  • Create agendas, take minutes, and monitor task lists to ensure follow-through.

  • Assist providers with credentialing and onboarding processes.

  • Schedule meetings as needed using the Outlook scheduler.

  • Manage confidential payroll and personnel data.

  • Develop presentation slides in PowerPoint with minimal direction, including the insertion of photos, graphs, sound, and animation.

  • Prepare memos and other communications as needed.

• Organizational Skills:

  • Maintain and organize files in accordance with standards for quick data retrieval.

  • Utilize equipment such as scanners, copiers, and fax machines.

• Meeting and Event Coordination:

  • Assist the hospitalist leadership team in setting up meetings, preparing agendas, taking minutes, and ensuring follow-up from meetings.

  • Plan and execute special events in collaboration with the Director.

  • Schedule all onboarding appointments and maintain personnel files.

• Provider Support:

  • Oversee and schedule onboarding activities for new providers.

  • Provide ongoing guidance and weekly updates to providers who have interviewed.

  • Assist providers with onboarding activities to reduce stressors and optimize team production.

• Equipment and Safety:

  • Assist with multimedia presentation equipment and component software setup.

  • Maintain an organized work area and ensure electronic and department files are up-to-date and easily accessible.

  • Adhere to established infection control measures and hospital safety standards.

• Communication and Training:

  • Independently create and edit team communications and other documents using word processing applications.

  • Orient new providers on office equipment, hospitalist administrative processes, payroll processes, and other topics as assigned.

Qualifications

• Education and Formal Training:

  • Advanced computer skills (Microsoft Word, Excel, PowerPoint, Outlook) with a strong aptitude for learning new software.

  • Familiarity with provider credentialing, medical terminology, insurance credentialing, and coding.

  • Associate degree in business preferred.

• Work Experience:

  • At least three years of experience as an Administrative Assistant.

  • At least one year of experience in an administrative role at FH preferred.

  • Experience working directly with providers, leadership, and the public.

• Skills and Abilities:

  • Strong writing, editing, and organizational skills.

  • Ability to type accurately and operate office equipment.

  • Strong time management skills with the ability to manage competing demands and prioritize effectively.

  • Effective customer service skills.

  • Ability to multitask and use anticipatory planning to meet deadlines.

  • Ability to work independently with minimal instruction.

  • Knowledge of FH bylaws.

• Equipment/Software Proficiency:

  • Proficiency in MS Office applications: Word, PowerPoint, Outlook, Excel, and Teams.

  • Familiarity with Open Office software, Bridge It Smartboard software, Aperek, WebXChange, and Physician Recruitment Manager Software.

• Physical Requirements:

  • Ability to sit, stand, and walk for extended periods.

  • Manual dexterity and visual acuity to perform duties.

  • Ability to clearly communicate with employees, candidates, and vendors.

  • Capability to carry materials such as small boxes from one area to another.