Administrative Assistant 3-Cardiovascular Medicine

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Job Title:

Administrative Assistant 3-Cardiovascular Medicine

Department:

Medicine | IM Cardiovascular Medicine

The Electrophysiology Administrative Assistant in the Division of Cardiovascular Medicine within the Department of Internal Medicine provides comprehensive administrative, operational, and business support to electrophysiology faculty members. This position supports the daily business functions for eleven faculty members and serves as a central resource for coordinating clinical scheduling, faculty support, financial transactions, human resources processes, facilities and space needs, communications, and event logistics.

Key Responsibilities:

• Maintain accurate and up-to-date clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care needs.
• Ensure physician leave is submitted within required timeframes and that clinic openings and closures are coordinated accurately and timely.
• Prepare and submit expense reports on behalf of physicians within the required sixty-day deadline.
• Coordinate business travel, including preparing and submitting required spend authorizations and related travel documentation.
• Support faculty onboarding, offboarding, and transitions to ensure continuity of operations and appropriate coordination with departmental, divisional, and institutional partners.
• Assist with onboarding of staff and provide administrative support related to human resources processes.
• Coordinate calendars, facilitate communication, and organize logistics for meetings, conferences, workshops, and special events.
• Prepare and distribute meeting agendas, materials, and follow-up communications as needed.
• Support facilities and space-related needs for the heart failure faculty and associated staff.
• Perform other administrative and operational duties as assigned to support the goals of the Division of Cardiovascular Medicine and the Department of Internal Medicine.

Additional Information:

40%: Utilizes scheduling/template software, takes the lead with creation/management of division clinical schedules which may include physician schedules and call schedules, maintains the block schedules, ensuring schedules are entered correctly in the appropriate scheduling system; enters new/changes of schedule into system; Leverages knowledge of provider expertise, physician availabilities and preferences, planned time off and historical patterns, to create schedules that meet the clinical obligations of the division; First line communicator with physicians on schedules/locations as well as issues/concerns regarding scheduling; primary resource for scheduling urgent or special request patients, and management of priority scheduling projects;  escalates patterns and significant issues to the Division Director, Division Administrator, and Program Manager;  Evaluates and monitors ongoing template changes to ensure compliance with revenue cycle management initiatives; Monitors day to day access availability utilizing prospective reporting metrics; May produce reports as directed.

30%: Provides administrative support to the Electrophysiology Cardiologist faculty including calendar management and travel coordination; completes project work as assigned by Division Administrator and Program Manager.  Other duties as assigned. 

30%: Coordinates and monitors daily administrative and business activities & services including financial, human resources, outreach & marketing, and facilities & space, in collaboration with Administrative Manager; implements, evaluates and modifies administrative policies & procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; provides technical and administrative guidance; researches, collects and compiles information as requested to develop complex departmental reports, aid departmental leadership in strategic planning process, and for decision making purposes; conveys directives from department leadership; acts as department’s travel, eRequest and Human Resources Action (HRA) initiator; serves as liaison with university offices, faculty, staff and outside agencies.

Location:

Davis Heart and Lung Research Institute (0113)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

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The university is an equal opportunity employer, including veterans and disability.