Medical Affairs Specialist

JOB SUMMARY:

The Medical Affairs Specialist provides professional administrative skills of a complex and confidential nature for a Department Chair and other assigned faculty. The position uses initiative and judgment to relieve the department, assigned physicians and midlevel providers of routine administrative duties. Acts as a department liaison with other departments, students, residents/interns and the public. This position serves a large number of physicians with various administrative duties, including credentialing and business travel.

MAJOR RESPONSIBILITIES / DUTIES / CRITICAL TASKS:

• Maintains calendars; works closely with clinic staff and other personnel to coordinate schedules and resolve calendar conflicts, schedules appointments for the department.
• Maintains departmental meeting minutes.
• Assists in the preparation of department budgets and is responsible for general oversight.
• Under the direction of the Chair, coordinates to maintain provider coverage in the section.
• Provides administrative support to the respective Department Chair and/or Leadership to assist Chair in fulfilling individual faculty and medical staff leadership responsibilities.
• Completes purchase requisitions and payment requests. Reviews professional development account activity for accuracy for each provider.
• Reconciles departmental accounts and is responsible for overall management of accounts.
• Reconciles various grant accounts as requested.
• Completes domestic and international travel arrangements for faculty providers following established policies.
• Directs patient-related calls and mail appropriately; posts and updates on-call schedule.
• Answers phone calls and provides information or routes as appropriate, picks up and distributes mail, orders office supplies and food service as appropriate.
• Assists providers with submissions of credentialing packets to Medical Staff Services. Facilitates renewal of licenses, TB surveillance, FIT testing and mandatory training.
• Assists in completing quarterly physician time studies.
• Assists providers in completing time-off requests. Serves as a liaison between providers, timekeeping and clinic staff. Communicates with other departments regarding provider absences.
• Coordinates with GME to facilitate medical student clerkship rotations in clinics.
• Plans department and program-related events; coordinates site visits supporting GME.
• Other duties as assigned.

ACCOMPANYING KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES:

• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Proficiency in Microsoft Office programs (Outlook, Word, Excel, PowerPoint).

REQUIRED EDUCATION / EXPERIENCE:

• Associate degree, Bachelor’s Degree is preferred; experience will be considered in lieu of education.
• Minimum of 5 years’ experience in administrative work in a clinical setting.