Office Coordinator - Cardiothoracic Surgery

Washington University in St. Louis; St. Louis (MO); On-site; USD 46,000 - 75,000; Full time

Job summary

Washington University in St. Louis is seeking an experienced administrator to direct office functions within the Division, supervising secretarial and administrative staff and liaising with department business teams.

The role requires managing policies, staffing, payroll time sheets, purchasing, travel arrangements, and reporting, with a focus on confidentiality and efficient operations in a university/medical environment.

Qualifications

• Associate degree or equivalent combination of education and experience.
• 2 years of experience in a university/medical environment.

Responsibilities

• Supervises administrative functions, develops policies and procedures.
• Interviews staff, handles employee relations and benefits issues.
• Directs staff training and coordinates with physicians.
• Approves and submits time sheets to payroll.
• Liaises with business office on purchasing and accounts.
• Manages division's communications and meeting logistics.

Skills

Financial Systems

Office Equipment

Organizing

Supervision

Word Proccessing

Workday Software

Education

Associate degree or combination of education and experience may substitute for minimum education.

Job description

Position Summary

Directs office functions, provides supervision to secretarial and/or administrative staff, performs specialized and/or technical duties with minimum supervision and serves as liaison between division and department business staff through sound business and optimal staffing practices.

Location

SAINT LOUIS, MO 63110

Scheduled Hours

40

Job Description

Primary Duties & Responsibilities

• Supervises all administrative functions of the Division including facilitating the creation and implementation of policies, procedures and office practices.
• Interviews potential individuals for staff vacancies within the Division. Resolves personnel issues such as employee complaints and conflicts and handles necessary terminations. Assists with issues regarding benefits.
• Supervises, trains, provides input on job responsibilities and provides direction to staff. Works with physicians for annual review and evaluation of staff.
• Approves and submits time sheets to payroll.
• Acts as purchasing liaison with the business office. Reviews charges and directs to appropriate accounts. Maintains procurement card for Division and reconciles all charges to appropriate accounts.
• Conducts regular staff meetings and attends Division faculty meeting.
• Acts as liaison between patients, physicians and staff, providing routine information to patient inquiries as well as handling and protecting confidential patient information.
• Acts as Residency Coordinator for Fellowship program. Maintains policies and procedures, call schedule, duty hours, surgical logs, evaluations and files for each of the Department residents as well as for the Program in general.
• Oversees and facilitates with business office, the marketing needs of the Division.
• Maintains established departmental and university policies, procedures and objectives, including regulatory records for license, reports, and notifications as necessary.
• Monitors the general maintenance of the building, notifies maintenance of problems, places work orders, and follows up with housekeeping on the completion of tasks.
• Coordinates Division Chief’s and staff physicians’ clinical activities, schedules meetings, arranges conference calls, reserves catering services, makes travel arrangements and completes travel expense reports.
• Administers/prepares reports, minutes, Division Chief’s correspondence and manuscripts, Research Management System (RMS), lectures and administrative materials required for the direction of the department.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand, or finger movement.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education

Required Qualifications

Associate degree or combination of education and experience may substitute for minimum education.

Certifications / Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

University/Medical Environment (2 Years)

Skills

Not Applicable

Driver's License

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

No additional education unless stated elsewhere in the job posting.

Certifications / Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience

No additional work experience unless stated elsewhere in the job posting.

Skills

Financial Systems, Office Equipment, Organizing, Supervision, Word Proccessing, Workday Software

Grade

G09

Salary Range

$45,600.00 - $75,300.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.