Full Time 40 hours Grade 009 Pediatric Hospital Medicine Schedule 8 AM-4:30 PM Responsibilities Overview: The Secretary IV assists with day-to-day administrative operations of the Division of Pediatric Hospital Medicine, the Pediatric Inpatient Simulation Program, the Golisano Childrenâ™s Hospital Procedural Sedation Program, and the Pediatric Rapid Response Team and various pediatric quality improvement initiatives. With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for pediatric hospital medicine faculty in their hospital, department and division roles; which include the Division Chief and Associate Chief, the Golisano Childrenâ™s Hospital Director of Performance Improvement, and the Director of Pediatric Quality Improvement. Efficiently handles all administrative details and duties requiring extensive experience with policies, procedures and practices of the Division and the Department. Provides oversight of pediatric hospital medicine provider schedules, billing, and expense management. Provides an ongoing interface with primary care physician offices in the region relating to patient care. Assists faculty with the execution of their academic responsibilities including the preparation of presentations and manuscripts as necessary, assist with research grant proposals including, project database development, interactions with the institutional IRB, coordination and collection of data for inpatient simulation experiences and other educational endeavors, updating CVs, tracking CME credits, and making travel arrangements to academic and other meetings, Monitors and ensures that all functions are completed in an accurate, efficient and customer friendly manner. The Secretary will assist with cross coverage of the Division of Critical Care including scheduling sedations and other duties as assigned to ensure day to day operations in absence of primary secretarial support Responsibilities Administrative Perform secretarial duties requiring advanced skill, provide support to faculty and staff by addressing requests to meet deadlines. Type letters for Chief and Associate Chief of Hospital Medicine. Prepare and/or compose routine correspondence and disseminate information. Draft and originate correspondence. Fax, scan and copy. Serve as recording secretary for all division faculty in their hospital, department and division roles, assisting them as requested. Independently compile handouts and relevant materials appropriate to the agenda. Distribute agenda and minutes and associated handouts. Track action items as appropriate and provide administrative support as requested. Establish and maintain administrative files. Arrange meetings, catering, logistics and faculty recruitment interview process. Support Hospital Medicine Fellowship (in development); assist Fellowship Administrator with recruitment activities. Provide secretarial assistance under the direction and supervision of Division Administrator for appropriateness of assignments. Perform advanced data management skills to ensure data integrity.Develop and analyze data collection processes for efficiency, accuracy and timelines; utilize IT resources to identify process improvement opportunities and tools to meet Divisional needs. Assist with coordination of required documentation of monthly CME program; objectives, references, conflict of interest, evaluations, and reimbursement of CME funds. Maintain faculty eCVs, biosketches and Division website. Complete requests for research articles utilizing electronic databases and Miner Library resources. Track credentialing documents for faculty, i.e. NYS license, DEA number, Infection Prevention course and provide faculty adequate notice to ensure timely recertification. Assist Administrator with requests pertinent to the Division. Assist with preparation of Divisionâ™s Annual Report, working with Chief and Administrator in obtaining and collating data; independently following up and resolving missing information. Assist Division Administrator with maintaining and updating Division Disaster Plan. Maintain accuracy of Divisionâ™s Directory. Daily Office Answer and triage all calls for the Division between 8:00am â“ 4:30pm, using independent judgment and decision making skills to determine urgency of delivering messages to Pediatric Hospital Medicine Faculty. Coordinate and schedule sedations in the Pediatric Procedure Room.Ability to place conference calls, forward calls, transfer calls, place voice mail messages, and understand how to contact key individuals quickly (Chief Resident, Pediatric Admitting Officer, Pediatric Hospitalist On-Call, Emergency Department attending, etc.). Assist faculty and staff with patient inquiries, troubleshooting and triaging. Serve as Receptionist for visitors to the Division; maintain a welcoming, neat, and organized environment conducive to visitors, faculty, staff and others. Represent the Pediatric Hospital Medicine Program in requisitioning and arranging for administrative and other services including support staff, space, equipment and supplies. Coordinate services with other university divisions and departments. Maintain Pediatric Hospital Medicine faculty calendars. Maintain on-call schedules and ensure the page operator has most current call schedule at all times.Enter on-call schedule in URMC web. Responsible for Departmental mail distribution and Division FedEx mailings as requested. On behalf of the Golisano Childrenâ™s Hospital (GCH), provide a centralized notification service for âœfaxingâ Admission notes for children admitted to GCH (except NICU) to Community Primary Care providers. Financial Review billing for accuracy, submitting required information to the Pediatric Billing Office on a weekly basis and follow up on missing billing. Obtain and distribute billing reports through the Pediatric Billing Department. Coordinate travel and accommodations for faculty including meeting registration. Process and monitor subscription and dues expenditures to avoid payment duplication. Process University forms including but not limited to: Request for payment, Travel and Conference, 312 Requisitions, ITSR forms. Coordinate equipment purchases and maintain contracts and equipment. Meet with vendors as needed to obtain equipment information and quotes. Work with Purchasing to ensure compliance with approved vendors and review of contracts. Display fiscal responsibility when ordering and tracking office supplies.Order educational material. Research/Academic Projects Assist faculty in project supportincluding meeting minutes, tracking action items, preparation of academic manuscripts, scientific and educational presentations; assist faculty in data acquisition for academic, research proposals and/or quality improvement projects. With a general knowledge of grant preparation and IRB process, assist with research project coordination, formatting grants and tables, reviewing grammar and punctuation for clarity; edit as appropriate. Marketing Work with Department Web Services and assist in development of tools for increasing the visibility of the Pediatric Hospital Medicine Division on the web, internally at the Medical Center and in the region. Cross Coverage Cover Pediatric Critical Care phones as needed. Provide secretarial support to Chief and faculty to ensure day to day operations. Cover administrative support as requested for the Chief Quality & Patient Safety Officer of the Golisano Childrenâ™s Hospital. Requirements: 2 years post high school education, secretarial sciences or the equivalent. Advanced secretarial skills required. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Candidate will demonstrate exceptional communication skills with providers, patients, families, staff, community physicians and outside agencies. Excellent communication skill, situational analysis and outcome judgment requiring familiarity with SMH/SMD policies and procedures required. Demonstrate excellent organizational skills, ability to efficiently prioritize assignments, work independently, and proactively resolve problems and handle day to day customer service issues in a multi-task in a fast-paced environment required. Must recommend and implement continuous process improvements. Candidate must be familiar with database management, demonstrate proficiency in MS Word, PowerPoint and Excel spreadsheets and charting. Proficiency in Microsoft Access preferred. Proficiency in web site programs required. Position requires sensitivity to patient privacy; discretion and confidentiality. Flowcast (ePARC) and eRecord experience preferred. Prefer experience with research project coordination with a general knowledge of grant preparation and IRB process. CLASP certification preferred. Must have reliable/efficient transportation; some local travel may be required
Internal Number: 1152346486
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