What are the responsibilities and job description for the Administrative Assistant Senior - Main Heart Transplant - Full Time - Days position at The Christ Hospital?
Job Description
Proactively manage the administrative functions for TCH Service Line Executive Directors and Executive Medical Directors. Daily interaction with C-Suite Executives and Executive Assistants on behalf of service lines. Assists all internal and external customers and patients, always communicating with a positive customer service orientation. Handle, analyze and prepare reports and documentation of a highly confidential and sensitive nature. Maintain smooth flow of administrative operations; Coordinate and manage executive-level business meetings, conference calls, travel arrangements and reimbursement processes. Coordinate large-scale events for all service lines. Scope requires sound judgment and discretion at all times.
Responsibilities
Service Line Administrative Coordination
- Manages the Administrative Operations for all TCH Service Lines. This includes the Chief Medical Information Officer (CMIO); 5 Service Line Medical Directors and 5 Service Line Executive Business Directors.
- Liaison for physicians and executives to Administration / TCH. Assists CMIO, service line physicians and executives with travel, conference arrangements, financial reimbursements, and TCH processes (travel authorizations, expense reimbursements, check requests, travel reconciliation, CME fund eligibility, etc.).
- Analyzes and prepares reports to reconcile physician and midlevel CME funds and PTO tracking for providers. Creates summary report for executives by service line.
- Manages timesheets for all internal and external physicians, ensuring compliance with the terms of the contract. Liaison to the physicians, compliance and payroll for ensuring accuracy of payment in accordance with the terms of the contract.
- Prepares Physician and Business Service Line Executive Directors for monthly briefings to Executive Steering Committee. Prepares summary notes from multiple sources of input.
- Receives raw data and analyzes and prepares monthly dashboards for ~40 H&V physicians. Prepares summary report of trends for productivity, costs, and growth for Service Line Executive Director.
- Keeps track of Service Line budgets using EPSi and identifies budget overages
Planning, Organizing, Schedule, Meeting and Event Management
Supervision
Continuing Medical Education Heart & Vascular Grand Rounds
Qualifications
KNOWLEDGE AND SKILLS :
Please describe any specialized knowledge or skills, which are REQUIRED to perform the position duties. Do not personalize the job description, credentials, or knowledge and skills based on the current associate. List any special education required for this position.
EDUCATION : Associate Degree or equivalent experience
YEARS OF EXPERIENCE : At least 7 years secretarial experience with two years of the administrative level.
REQUIRED SKILLS AND KNOWLEDGE : Excellent typing, transcription, knowledge of office and business practice, knowledge of hospital policies and procedures. Time management; organization skills, and excellent computer skills including knowledge of Microsoft Office (Word, PowerPoint, Excel) and Outlook scheduling software.
