Administrative Specialist II

Department BSD OBG - Generalists About the Department The Department of Obstetrics and Gynecology has 114 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 60,000 outpatient visits, 25,000 ultrasound visits, 2,800 deliveries, and 3,000 gynecological surgeries per year. Teaching, research and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. Job Summary We are looking for highly motivated individual to act as a lead administrative specialist in the section of General OB/GYN. This individual needs to be highly organized and communicate well under pressure. They will be responsible for high-level responsibilities for a large number of providers. They will play a vital part in the physicians’ onboarding process, development of section strategy, maintaining control of several complex schedules, and reimbursements. This position povides specialized business support for routine office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies for which the support is being provided by working autonomously within established procedures and practices. Ensures the correct functioning of facilities, office and/or business support services. Responsibilities Provides administrative support for over 30 providers with a various range of administrative duties. Performs high-level administrative duties in support of office/clinical functions. Manages special project as assigned. Manages several databases vital to our Labor and Deliver Unit and General OB/GYN operations. Manages an on-call schedule for our physicians. Oversees the provider service calendar within our provider software by way of creating, monitoring, and editing the schedule when necessary. Resolves many office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues. Monitors and reconciles accounts. Manages accounts and receives, processes, and tracks all bills and expense reimbursements on behalf of section personnel. Composes and edits correspondence and other documents. Coordinates logistics of major events; schedules diverse and complex appointments, meetings, and travel arrangements. Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office. May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries. Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar. Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports. Performs other related work as needed. Minimum Qualifications Education: Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree). Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline. Certifications: --- Preferred Qualifications Education: Bachelors degree strongly preferred. Experience: Previous administrative experience strongly preferred. Familiarity with central administration within a complex research university environment. Previous experience in the OB/GYN field strongly preferred. Experience in taking initiative and organizing and completing projects with minimal supervision. Experience at negotiating in order to accomplish goals required; ability to handle contacts with courtesy, maturity, discretion and diplomacy, including sensitive and confidential situations strongly preferred. Experience in handling sensitive and confidential situations and information with absolute discretion. Previous Electronic Medical Record (EMR) experience strongly preferred. Experience with EPIC and QGenda computer programs strongly preferred. Experience with handling a large volume of work often restricted by deadlines. Technical Skills or Knowledge: Previous Electronic Medical Record (EMR) experience. Experience with EPIC and QGenda computer programs. ​ Preferred Competencies Organization. Problem-solving. Collaboration and Independence. Attention to detail. Communication. Take initiative, organizing and completing projects with minimal supervision. Working Conditions Office environment. Application Documents Resume/CV (required) Cover Letter (required) When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application. Job Family Administration & Management Role Impact Individual Contributor Scheduled Weekly Hours 40 Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Pay Rate Type Hourly ​ FLSA Status Non-Exempt ​ Pay Range