The Division Coordinator assists leaders by providing administrative support for the enterprise wide Obstetrics and Gynecology department, Chair of Obstetrics and Gynecology and the Chief of Maternal Fetal Medicine. Handles situations requiring knowledge of the overall function of responsibility, the overall organization's mission, structure, and culture.
Acts as central point of contact for other departmental associates on departmental activities. Responds to inquiries and represents the leader in dealing with both internal customers as well as external contacts. Typical duties may include keeping the department and leadership organized, maintenance of budget records, setting up meetings with agendas, preparation of correspondence, submitting expense reimbursements, etc. May be assigned special projects.
Essential Functions:
Guide and process all aspects of the clinical schedules of the providers within the assigned divisions. This includes but is not limited to:
Building templates in the EPIC system and submitting to the enterprise templating team
Completing and submitting call schedules for providers
Submitting clinic cancellations, both planned and unplanned
Coordinating surgical schedules with outlook schedules
Manage administrative leader's schedules with consideration to priorities and time efficiency.
Handle incoming calls with courtesy, provide assistance and information as needed, page physicians as appropriate for provider-to-provider line.
Coordinate business travel including airline reservations, hotels, auto rentals and conference registrations for providers.
Proficient in Microsoft products. Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.
All other duties as assigned, but not limited to:
Calendar management
Planning and scheduling of the biweekly chiefs meeting, monthly faculty meeting, quarterly board meetings, et al.
Assume responsibility for surveys for faculty academic productivity.
Compile data as it relates to adhoc reports regarding divisional and/or programmatic operations.
