Administrative Assistant II- Cardiovascular Medicine

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Job Title:

Administrative Assistant II- Cardiovascular Medicine

Department:

Medicine | IM Cardiovascular Medicine

The Non-Invasive Administrative Assistant in the Division of Cardiovascular Medicine within the Department of Internal Medicine provides comprehensive administrative, operational, and business support to non-invasive faculty members. This position supports the daily business functions for twelve faculty members and serves as a central resource for coordinating clinical scheduling, faculty support, financial transactions, human resources processes, facilities and space needs, communications, and event logistics.

Key Responsibilities:

• Maintain accurate and up-to-date clinical assignments in QGenda, IHIS, and Outlook to support faculty schedules, clinic operations, and patient care needs.
• Ensure physician leave is submitted within required timeframes and that clinic openings and closures are coordinated accurately and timely.
• Prepare and submit expense reports on behalf of physicians within the required sixty-day deadline.
• Coordinate business travel, including preparing and submitting required spend authorizations and related travel documentation.
• Support faculty onboarding, offboarding, and transitions to ensure continuity of operations and appropriate coordination with departmental, divisional, and institutional partners.
• Assist with onboarding of staff and provide administrative support related to human resources processes.
• Coordinate calendars, facilitate communication, and organize logistics for meetings, conferences, workshops, and special events.
• Prepare and distribute meeting agendas, materials, and follow-up communications as needed.
• Support facilities and space-related needs for the heart failure faculty and associated staff.
• Perform other administrative and operational duties as assigned to support the goals of the Division of Cardiovascular Medicine and the Department of Internal Medicine.

Additional Information:

40%: Utilizes scheduling/template software, takes the lead with creation/management of division clinical schedules which may include physician schedules and call schedules, maintains the block schedules, ensuring schedules are entered correctly in the appropriate scheduling system; enters new/changes of schedule into system; Leverages knowledge of provider expertise, physician availabilities and preferences, planned time off and historical patterns, to create schedules that meet the clinical obligations of the division; First line communicator with physicians on schedules/locations as well as issues/concerns regarding scheduling; primary resource for scheduling urgent or special request patients, and management of priority scheduling projects;  escalates patterns and significant issues to Non-Invasive Division Director, Division Administrator, and Program Manager;  Evaluates and monitors ongoing template changes to ensure compliance with revenue cycle management initiatives; Monitors day to day access availability utilizing prospective reporting metrics; May produce reports as directed.

30%: Provides administrative support to the Non-Invasive Cardiologist faculty including calendar management and travel coordination; completes project work as assigned by Division Administrator and Program Manager.  Other duties as assigned.

 

30%: Coordinates and monitors daily administrative and business activities & services including financial, human resources, outreach & marketing, and facilities & space, in collaboration with Administrative Manager; implements, evaluates and modifies administrative policies & procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; provides technical and administrative guidance; researches, collects and compiles information as requested to develop complex departmental reports, aid departmental leadership in strategic planning process, and for decision making purposes; conveys directives from department leadership; acts as department’s travel, eRequest and Human Resources Action (HRA) initiator; serves as liaison with university offices, faculty, staff and outside agencies.

Location:

Davis Heart and Lung Research Institute (0113)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

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The university is an equal opportunity employer, including veterans and disability.