May 08, 2024

Executive Office and Administrative Specialist- Department of Orthopedic Surgery

  • University of Minnesota Orthopedic Surgery
  • Twin Cities, MN
CEO/CFO/COO

Job Description

About the Job This position provides executive level administrative support to all levels of providers, and plays a key role in administrative and events. The successful candidate must be reliable and able to work both autonomously and collaboratively with system partners across multiple healthcare systems.  The position requires a strong ability to prioritize work, outstanding communication skills, superior attention to details and diligence in follow-through to make sure tasks are completed.  This position will be performed in a hybrid work environment. Work is performed in a planned split between on-site and remote locations. The supervisor will determine the appropriate balance that meets the needs of the department and the other priorities for workplace flexibility.   70% - Administrative Support for Faculty: Utilize independent judgment and knowledge to respond to a wide variety of inquiries from medical faculty and staff, including but not limited to, general office protocol and Departmental/University services and policies. Manage complex electronic calendars to include scheduling appointments and planning and coordinating meetings. Maintain faculty CV’s and WORKS data, including support for the Annual Review process per the Medical Schools guidelines Provide faculty support for promotion and tenure, including assisting, formatting, and compiling dossier components, and assisting with the formatting of tables and charts. Compare literature searches as requested, utilize Manifold, Scopus, PubMed, etc Manage, prepare, and support MOC Board certification and recertification process Maintain and keep current all physician documents such as passport, medical license, DEA certificate, board certifications, sub-specialty certifications etc. Track, record, and maintain organization and society memberships for physicians as requested. Act as liaison for faculty with other departments and collaborators. Compose/draft and or prepare business correspondence, memoranda, forms, spreadsheets; file faculty documentation. Transcription Organize itinerary and travel file and adhere to domestic/international travel process per the Universities policy and process Assist with meeting/conference registration, travel arrangements and forms, and process reimbursements in Chrome River, Workday and maintain log of all expenditures and dollars received according to travel and hospitality policies. Prepare presentation materials and edit documents for grammar, punctuation, and style. Open mail, sort accordingly. Answer phone calls promptly and triage or handle with superior customer service skills. Administratively support weekly academic conferences as requested. 15% - Clinical and Administrative Duties Coordinate and record all meetings and activities for orthopedic surgeons. Manage and review physician google calendar weekly with physicians to note changes/additions. Coordinate and accurately manage multiple physician calendars in QGenda and other calendars weekly Cancel/add clinics and OR block time for physicians according to policies, reschedule patients as needed. Maintain files, including but not limited to computer files, photo files, and paper files. May work with insurance companies to set-up meetings (ex. peer-to-peer) 10% - Serve as a Liaison for Requests, Policy/Procedure Questions, and Problem Resolution Work quickly and with little direction and instruction on assignments and projects as requested. Manage and coordinate search committee process support, visiting professors, and other department events as requested. Work with attorneys to schedule meetings, dispositions, and trial appearances including but not limited to initiating appropriate billing charges and collecting charges for services desired. Act as department resource including front desk coverage when needed. 5% - Other Responsibilities as assigned: Provide additional administrative support for the Department, including serving as a departmental source of information, greeting delivery staff and visitors to the department, distributing packages, getting and distributing mail, running errands on campus, scanning, faxing or copying documents, supporting recruitment activities involving prospective faculty or staff, supporting Departmental events.  Assist with other Departmental projects and duties as assigned by physician and supervisor. Salary Range $21.84 - $32.77. *Dependent on candidate's expereince.  Qualifications *All required qualifications must be documented on application materials* Required Qualifications:  High School diploma/GED and four (4) years of progressively more responsible executive level administrative support experience. Experience managing complex calendars and arranging meetings with all level positions (staff to high-level). Must be self-motivated, self-guided, goal-oriented, organized and support multiple physicians, in independent situations while, mindful of deadlines and detail in a fast- paced multitasking environment. Excellent outstanding interpersonal and communication skills with an ability to work collaboratively with diverse audiences. Demonstrate ability to conduct oneself in a professional manner with employees at all levels within an organization. Demonstrate ability to handling a wide range of administrative related tasks with the commitment of adjusting to changing environments with flexibility, professionalism, and confidentiality. Reliable and accountable with passion and commitment to their team and community. Preferred Qualifications: Administrative Assistant experience in a healthcare or academic environment Experience and proficiency with Google Apps: Google mail, calendar, drive, groups, forms, Zoom and Microsoft Office applications. Ability to work with Surgical Admin Center Finance team to resolve discrepancies in a professional and courteous manner Experience with board certification Familiarity with promotion and tenure process Demonstrate ability to adhere to University policies and procedures Experience with QGenda provider scheduling software (or similar). Experience working with financial documents such as purchase orders and reimbursements About the Department To learn more about the Department of Orthopedic Surgery, please visit our website at https://med.umn.edu/ortho.  About the Medical School: Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery. The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students’ education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations Founded in 1888, the University of Minnesota Medical School has three campuses.  A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.  Benefits Working at the University At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning.  We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services  Employee Assistance Program with eight sessions of counseling at no cost Employee Transit Pass with free or reduced rates in the Twin Cities metro area Please visit the Office of Human Resources website for more information regarding benefits. How To Apply Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will have the opportunity to complete an online application for the position and attach a resume. Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647. Diversity The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U:  http://diversity.umn.edu Employment Requirements Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment. About the U of M The University of Minnesota, Twin Cities (UMTC) The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations. At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).

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