Program Coordinator- Pediatric Surgery CHOR- Days

Virginia Commonwealth University Health; United States; On-site; USD 23,000 - 36,000; Full time

Job summary

Virginia Commonwealth University Health is seeking a Program Coordinator to provide administrative and secretarial support in a fast-paced, patient-centered environment. This role requires strong organizational skills, detailed scheduling, and effective communication with diverse teams.

The position handles high-volume calls, coordinates appointments and referrals, manages EPIC-based in-baskets for Ped Surg clinics, and supports case coordination across subspecialties.

Qualifications

• Minimum 4 years of secretarial/administrative experience in an office setting.
• Experience with Microsoft Office applications and e-mail/calendaring.
• High School Diploma or equivalent; Associate Degree preferred in Business/Accounting.
• Independent action required: project management and communication with diverse individuals.
• No supervisory responsibilities stated.

Responsibilities

• Handle all incoming and outgoing patient calls, including scheduling and referrals.
• In-basket management for Ped Surg clinics with EPIC-driven messaging.
• Send 7-day and 3-day patient reminders and coordinate schedule changes.
• Scan outside referrals and medical records; assist with insurance verification as needed.
• Coordinate complex care scheduling with subspecialties and multidisciplinary clinics.

Skills

Secretarial experience

Microsoft Office

E-mail/calendaring

Communication

Education

High School diploma

Associate degree preferred

Tools

EPIC

Job description

The Program Coordinator provide administrative and secretarial support based on applicable policies, rules and procedures. Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of four (4) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Five (5) years of previous secretarial/administrative work experience in an office setting Previous experience in an academic health care setting Education/training REQUIRED: High School Diploma or equivalent Education/training PREFERRED: Associate Degree in Business, Accounting, or related field from an accredited program Independent action(s) required: Project management and communication with a variety of individuals/entities and decision making. Supervisory responsibilities (if applicable): N/A Additional position requirements: N/A Age Specific groups served: All Physical Requirements (includes use of assistance devices as appropriate): Activities: Prolonged sitting, Walking (distance), Reaching (overhead, extensive, repetitive), Other: high volume computer, telephone, and paperwork Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Frequent and intense customer interactions, Noisy environment, Able to adapt to frequent, change

Program Coordinator Duties general include: Handling all incoming and outgoing patient calls as our own call center including but not limited to scheduling appointments, rescheduling, referrals, directing community consults, coordinating complex care cases In-basket management for all Ped Surg clinics, which include 7 total in-baskets equaling 3016 messages handled by 2 PARs in the past 12 months when calculated via EPIC. Manage relevant workqueues for pediatric surgery Sending 7-day and 3-day patient reminders for our upcoming appointments Coordinating schedule changes and template changes for our physicians in EPIC including opening and closing clinics as needed and rescheduling appointments per the changes Scanning in outside referrals and medical records via fax for new patient appointments Insurance verification as needed for new patient appointments Complex duties for this position include: Uses independent decision making to determine what clinic and provider to schedule a patient Ensures that appropriate testing is obtained and arranged prior to visits Coordinates complex care scheduling with subspecialities and multidisciplinary clinics Works with providers schedules to ensure the most optimal and appropriate placement for the patient Assists with pulling appropriate medical records from HCA EMR for community off-site billing as needed Assists with patient recall tracker maintenance for subspecialities and multidisciplinary clinics

Compensation Range $17.25 - $26.39 Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

Days EEO Employer/Disabled/Protected Veteran Who We Are Inventing better care, day by day by discovery Sound outrageous? It absolutely is. Sound impossible? That’s never stopped us before. Sound like hard work, intense research, collaboration with experts around the world, sheer brainpower meets unrelenting willpower? That’s. Exactly. Right. We’ll do whatever it takes to offer the best in care and empower the best in quality of life. And it’s an approach that works — whether it’s a patient who undergoes a new, life‑saving procedure or a clinical researcher who finds promise in a new cancer treatment, exciting new medicine is happening at VCU Health. We have it all: One college and four health sciences schools An academic medical center A Level I trauma center One of only two NCI‑designated cancer centers in Virginia The region’s only full‑service children’s hospital More than 800 physicians in 200 specialties With a community health center, dedicated research teams, facilities and valued partners in every field Our medical teams are top notch. And we’re not too shy to boast of internationally known physicians, some recognized as the best in the country, top‑ranked local specialists and all‑around all‑stars at every level. From our very first years to our most recent advancements, we are driven to learn more, dig deeper, teach passionately and never rest in order to be a true leader in discovering what’s possible in health and recovery. We are a comprehensive system of care and a pioneer of health. Read VCU Health Year In Review for more about our accomplishments.