Pediatric Admin Support Coordinator

Brown-University-Health-1; Providence (RI); On-site; USD 33,000 - 55,000; Full time

Job summary

Brown University Health is seeking a Pediatric Administrative Support Coordinator who reports to the Director of Business Affairs. The role combines academic and clinical administration, calendar management, travel coordination, and liaison work across physician leaders, hospital administration, Brown Medical School, and affiliated institutions.

Responsibilities include maintaining schedules, supporting recruitment and onboarding, managing credentialing, preparing reports in Excel/PowerPoint,

Qualifications

• Equivalent to Associates Degree in related field.
• Extensive experience may be considered in lieu of formal education.
• Typing and computer skills for multiple systems.
• Experience with Microsoft products (Word, Outlook, Excel, PowerPoint, SharePoint, Teams, etc.).
• Organization skills and ability to prioritize work as assigned is essential.
• Ability to perform independently within Brown University Health policies and departmental procedures.

Responsibilities

• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Provides academic and administrative support, including maintenance of calendars, files, and travel arrangements. Serves as liaison between physician leader and hospital administration, research, clinical practice staff, Brown Medical School, affiliated hospitals, and other institutions as necessary.
• Coordination and communication with clinical practice leaders to ensure continuity of provider’s inpatient and outpatient time.
• Assists with faculty recruitment and/or guest speakers including but not limited to scheduling and creating interview schedules, advertisements, distributing CV reviews, travel/hotel arrangements, creating itineraries, dinner arrangements, follow-up evaluations.
• Assists with the creation and maintaining on-call scheduling, clinic schedules, and/or resident and student schedules. Disseminating final and updated schedules as needed via multi-channels.
• Serves as primary point of contact to facilitate key aspects of physician onboarding for medical staff and payer enrollment. Reports to Director if status changes or delays in onboarding and assists in timely follow up with physician.
• Responsible for coordinating provider re-credentialing, privilege renewals, and ensuring renewals for required licenses are kept up to date.
• Completes system access requests and other requirements for volunteers, non-GME students, and other visitors who may require temporary access to Brown University Health systems.
• Collaborates with marketing and communications to ensure updated service line content on public and internal websites.
• Assists with academic and research duties. Coordination with Brown University departments if needed.
• Maintains records and statistics for departments as required. Prepares statistical reports, charts, and graphs, which may require basic calculations and experience with Microsoft Excel and Microsoft PowerPoint.
• Initiates, maintains and purges files as necessary including data entry and reconciliation of paper files. Maintains confidential departmental records including budgets, payroll, personnel data, and emergency contact lists.
• Maintains office supply inventory; orders supplies and prepares purchase orders. Maintains accurate records of relevant expenditures and is able to provide supporting documentation according to Brown University Health policy. Reconciles materials received against orders and invoice.
• Prepares and follows up on check requests and purchase orders. Processes reimbursements for faculty members and is responsible for accurately tracking allowable expenses by faculty member.
• Schedules and coordinates meetings. Compiles and distributes agendas and related materials as directed. May attend meetings to transcribe and disseminate meeting minutes.
• Answers telephone and receives visitors into the area or on behalf of faculty member or leadership team.
• Acts as a resource to resolve computer and other technical barriers for faculty members.
• Initiates and follow-ups on facility work orders until issues are resolved. Elevates to leadership as needed.
• Act as a payroll timekeeper which can include but is not limited to creating and updating work schedules and modifying timesheets in the payroll system. Processing payroll forms as needed. Track provider time-off and submit to monthly to admin office.
• Provides information, often resolves matters, according to established policies, drawing on knowledge of the individual departments, general hospital operations and all Brown University Health policies. Contacts key stakeholders of other areas to gain additioanl knowledge if needed.
• May assume regular responsibility for recurring projects, or programs, requiring knowledge of practice or department operations and use of independent judgment.
• As appropriate obtains quotes for equipment upgrades or other office needs.
• Performs other duties as assigned.

Skills

Microsoft Office

Typing

Organization

Interpersonal skills

Education

Associate degree

Tools

Word

Outlook

Excel

PowerPoint

SharePoint

Teams

Job description

SUMMARY

The pediatric administrative support coordinator directly reports to the Director of Business Affairs, Administrative manager or his/her designee with functional reporting relationship to physician leader of multiple departments.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:Instill Trust and Value DifferencesPatient and Community Focus and Collaborate

RESPONSIBILITIES

• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Provides academic and administrative support, including maintenance of calendars, files, and travel arrangements. Serves as liaison between physician leader and hospital administration, research, clinical practice staff, Brown Medical School, affiliated hospitals, and other institutions as necessary.
• Coordination and communication with clinical practice leaders to ensure continuity of provider’s inpatient and outpatient time.
• Assists with faculty recruitment and/or guest speakers including but not limited to scheduling and creating interview schedules, advertisements, distributing CV reviews, travel/hotel arrangements, creating itineraries, dinner arrangements, follow-up evaluations.
• Assists with the creation and maintaining on-call scheduling, clinic schedules, and/or resident and student schedules. Disseminating final and updated schedules as needed via multi-channels (i.e. email, calendars, websites/systems, etc.).
• Serves as primary point of contact to facilitate key aspects of physician onboarding for medical staff and payer enrollment. Reports to Director if status changes or delays in onboarding and assists in timely follow up with physician.
• Responsible for coordinating provider re-credentialing, privilege renewals, and ensuring renewals for required licenses are kept up to date.
• Completes system access requests and other requirements for volunteers, non-GME students, and other visitors who may require temporary access to Brown University Health systems.
• Collaborates with marketing and communications to ensure updated service line content on public and internal websites.
• Assists with academic and research duties. Coordination with Brown University departments if needed.
• Maintains records and statistics for departments as required. Prepares statistical reports, charts, and graphs, which may require basic calculations and experience with Microsoft Excel and Microsoft PowerPoint.
• Initiates, maintains and purges files as necessary including data entry and reconciliation of paper files. Maintains confidential departmental records including budgets, payroll, personnel data, and emergency contact lists.
• Maintains office supply inventory; orders supplies and prepares purchase orders. Maintains accurate records of relevant expenditures and is able to provide supporting documentation according to Brown University Health policy. Reconciles materials received against orders and invoice.
• Prepares and follows up on check requests and purchase orders. Processes reimbursements for faculty members and is responsible for accurately tracking allowable expenses by faculty member.
• Schedules and coordinates meetings. Compiles and distributes agendas and related materials as directed. May attend meetings to transcribe and disseminate meeting minutes.
• Answers telephone and receives visitors into the area or on behalf of faculty member or leadership team.
• Acts as a resource to resolve computer and other technical barriers for faculty members.
• Initiates and follow-ups on facility work orders until issues are resolved. Elevates to leadership as needed.
• Act as a payroll timekeeper which can include but is not limited to creating and updating work schedules and modifying timesheets in the payroll system. Processing payroll forms as needed. Track provider time-off and submit to monthly to admin office.
• Provides information, often resolves matters, according to established policies, drawing on knowledge of the individual departments, general hospital operations and all Brown University Health policies. Contacts key stakeholders of other areas to gain additioanl knowledge if needed.
• May assume regular responsibility for recurring projects, or programs, requiring knowledge of practice or department operations and use of independent judgment.
• As appropriate obtains quotes for equipment upgrades or other office needs.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• BASIC KNOWLEDGE:Equivalent to Associates Degree in related field.
• Extensive experience may be considered in lieu of formal education.
• Typing and computer skills for multiple systems.
• Required experience with Microsoft products (i.e. Word, Outlook, Excel, PowerPoint, Sharepoint, Teams, etc.) beyond basic functions.
• Organization skills and ability to prioritize work as assigned is essential.
• Ability to perform independently within Brown University Health policies and departmental procedures.
• Refers complex problems to manager or other stakeholders when clarification of policies and procedures are required.

EXPERIENCE

• Minimum of two to three years of progressively complex administrative positions within a hospital, outpatient clinic or academics. Must possess base knowledge of general support functions, ability to effectively coordinate work, exercise judgement and excellent interpersonal skills.

SUPERVISORY RESPONSIBILITY

• None

Pay Range

$24.29-$40.07

EEO Statement

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type

8:00 - 5:00

Work Shift

Day

Daily Hours

8 hours

Driving Required

No