Administrative Coordinator - Facial Plastic & Reconstructive Surgery - Center City

Job Details

A full-time Administrative Coordinator role supporting the clinical and academic operations of the Facial Plastic & Reconstructive Surgery (FPRS) division within the Department of Otolaryngology. This position provides comprehensive administrative and secretarial support to FPRS faculty and serves as the operational backbone of the division, spanning patient-facing coordination, revenue-cycle functions, and executive support for academic attendings.

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Serves as the first point of contact for the FPRS division, fielding and triaging high patient call volume and routing clinical and administrative inquiries appropriately.
• Coordinates and books surgical cases across attendings, manages OR scheduling logistics, and communicates case details to patients and families.
• Obtains insurance authorizations, referrals, and pre-certifications for procedures and imaging to prevent claim denials and protect divisional revenue.
• Trained and authorized to collect and post patient payments, including cosmetic deposits and balances, ensuring accurate point-of-service collection.
• Provides high-quality administrative/secretarial support to FPRS attending surgeons, reducing administrative barriers and supporting the academic and scholarly obligations of faculty in a discretionary manner.
• Prepares and formats presentations, lecture materials, and seminar announcements for talks, grand rounds, and speaking engagements.
• Assists faculty with conferences and meetings; maintains and prepares schedules; prepares itineraries; and coordinates domestic and international travel arrangements.
• Processes Concur reimbursements, PaymentNet reconciliation, and Payment Requests.
• Maintains faculty calendars; initiates and organizes meetings for faculty requesting assistance; prepares agendas and takes meeting minutes.
• Manages supply and injectables inventory to keep clinics and procedures fully stocked, and provides first-line IT and audiovisual support so faculty can present and work without disruption.
• Provides flexible cross-coverage to nurses and financial coordinators as day-to-day needs arise; responsible for handling day-to-day administrative needs and meeting deadlines.

Minimum Qualifications

• High School Diploma/GED
• 2 years of related professional work experience in a clinical or academic healthcare
• environment.
• Excellent and accurate typing skills and the ability to work independently with diligence and manage multi-task assignments are required.
• Excellent written and oral communication and organizational skills required. Knowledge of medical terminology.
• Familiarity with computer software and hardware, including EMR systems (Epic), Microsoft Office Suite, and scheduling and patient-imaging software.

Preferred Qualifications

• Bachelor's Degree
• Prior experience in a surgical or specialty clinical setting (e.g., Otolaryngology, Facial Plastics).
• Familiarity with HIPAA, insurance authorization workflows, and surgical scheduling.

Additional Qualifications

Physical Demands
Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.

Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Jefferson University Physicians

Primary Location Address

925 Chestnut Street, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.    

Jefferson is committed to providing equal educa­tional and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status. 

Benefits

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.

For more benefits information, please click here