The Administrative Specialist performs complex and diverse administrative duties in support of the day-to-day operations of The Margaret Hackett Family Center Program (MHFCP) in Central Nervous System (CNS) Congenital Anomalies.
Serves as a liaison within the MHFCP to the University and hospital community regarding issues related to finances, personnel, and communications pertaining to the MHFCP. Serves as the focal point of patient care and advocacy for our patients with congenital anomalies.
Acts as the point person for patients and families, as well as the chaperone that will guide families who visit UCM for care through the complicated geography of the University.
Interacts with Foundations and Patient Advocacy groups to publicize the programs and care available here and to encourage collaboration with the MHFCP.
Resolves office problems independently and facilitates solutions, conferring with supervisor to resolve the most complex issues.
Coordinates office functions, including developing and implementing office procedures and policies.
Serves as a resource to faculty and colleagues in interpreting Program, Department, University, and Hospital policies and guidelines.
Manages other personnel matters, including the faculty recruitment process.
Performs high-level administrative duties in support of MHFCP functions.
Monitors faculty expense accounts and advises faculty of problem spending patterns.
Receives, processes, and tracks all MHFCP bills and expense reimbursements.
Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports.
Composes and edits correspondence and other documents.
Maintains and updates Web content.
Monitors and orders office supplies.
Oversees and maintains the physical office space, ordering equipment repairs and upgrades.
Manages special projects, functions, and events related to the MHFCP including visitor applications and orientations, and outreach events.
Independently plans and executes the annual Program symposium including recruitment of speakers.
Works with faculty prior to the course to prepare course materials, coordinates all event-planning details, works with Legal Affairs Office on required contracts, and invoices companies after the courses are completed.
Coordinates patient visits and surgical procedures and/or cases.
Manages the website, marketing and outreach for the program.
Assists in setting up processes with Legal Affairs, Pharmacy and other related departments in the hospital.
Manages continuing medical education (CME) courses, including the completion of CME applications and coordinating all event-planning details.
Researches complex scientific information (i.e. Scholarly publications), submits budget applications, and creates learning objectives to include in the CME applications.
Other duties as assigned.
Excellent oral and written communication skills required.
Excellent interpersonal and customer service skills required.
Ability to handle sensitive and confidential situations and information with absolute discretion required.
Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadline requirements.
Excellent problem-solving skills required.
Ability to use appropriate resources to resolve an issue required.
Ability to follow an issue through to resolution required.
Considerable skill in working both independently and as a team member required.
Ability to take initiative and organize and complete projects with minimal supervision required.
Education, Experience or Certifications:
Bachelor's degree required.
A minimum of two years of progressively responsible administrative experience required.
Experience in a healthcare or academic medical environment, including knowledge in areas of patient advocacy, medical terminology, access, and billing/collections preferred.
Technical Knowledge or Skills:
Proficiency with word processing applications and spreadsheets and databases required.
Reference Contact Information
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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