Skip to main content

This job has expired

Administrative Coordinator II (Smiley's Family Clinic) - 1.0 FTE

Employer
University of MN Physicians
Location
Minneapolis
Salary
Competitive

View more

As the multi-specialty group practice for the faculty of the University of Minnesota Medical School, University of Minnesota Physicians has more than 950 physicians and 1,600 health professionals, providing clinical care in over 100 specialty and sub-specialty areas. Our mission is three-fold: delivering exceptional patient care, advancing medicine through research, and training the next generation of health professionals.Why UMPhysicians?The Administrative Coordinator II provides administrative support to the residency program and residency training clinic. Primary areas of support are in accreditation and credentialing (ACGME, ABFM, Licensing requirements), scheduling (rotation, clinic, hospital, didactic and medical student), scheduling systems management (AMION, EPIC, New Innovations, AMCOM, QGenda, Google Calendar, Meeting Rooms), curriculum (site search, development and communication, development of activities and goals and objectives, review and maintenance, schedule template management, resident elective development), documentation (residency performance and experience, evaluation and verification, individual education plans, meeting support and remediation), faculty support (recruitment, calendar support, meeting support and management, technical and clerical support), resident recruitment (design, application review, coordination and management of the interview day, inviting and scheduling applicants, developing accommodations, coordination of dinner/social, correspond with applicants, support interviewers, create evaluations and maintain rank lists, lead submission of final rank list), orientation (onboarding, create orientation schedule, coordinate resources, order supplies, order meals, invite speakers and follow up as needed), communications (departmental, leadership, committees, residents, faculty, rotation sites, clinic), payables/reimbursements (resident and faculty expenses, program expenses), Event planning (graduation, welcome picnic and other events).Administrative Coordinator OverviewKey responsibilities include but are not limited to:1. Scheduling and Scheduling SystemsCreate and coordinate annual block rotation and attending schedules. Plan for predictable annual events such as programmatic courses, life support certification and common CME and unpredictable events like vacation requests.Create faculty templates based on budget FTE.Create daily resident rotation, hospital and clinic schedules.Create and release schedules by block to balance adequate coverage hospital services, clinic, and precepting coverage while supporting educational experiences for residents and special interests of faculty.Initiate, manage, process, respond to and communicate schedule changes requested by the clinic, residents, faculty and other providers and update scheduling systems.Coordinate and maintain medical student rotation schedules.Update schedules in various scheduling systems used to communicate to other areas of the organization, including but not limited to: EPIC, New Innovations, AMCOM, QGenda, Google Calendars.Monitor clinical and learning environment to ensure compliance with ACGME requirements.Manage meeting room calendars.2. Curriculum Support & DevelopmentMaintain current documentation of rotational information, including but not limited to site details, contact information, goals and objectives, and schedule template.Seek out new opportunities to enhance or replace rotational activities as needed.With the Associate Program Director and Faculty Rotation Liaisons, manage review of all aspects of the curriculum on an annual basis. Conduct site visits as needed as a part of the review.Report curriculum review data to the Program Evaluation Committee (PEC) per the program policy.Maintain regular communications with rotation sites to provide them with resident rotation schedules and other important information.3. RecruitmentUpdate and maintain a systematic algorithm to review residency applications for annual interview season.Review and score applications using the algorithm.Select, invite, schedule interviews, and coordinate and manage interview day.4. Documentation of Educational ExperienceCoordinate and manage documentation of each resident's educational experience through New Innovations Residency Management Suite (RMS). Documentation may include block schedules, evaluations, Milestone Reviews and follow up meetings, procedure logger and program agreements.Obtain regular reports from EPIC, residents and other sources to measure progress for each resident. Process updates on each resident's Roadmap to Graduation in preparation for the Clinical Competency Committee (CCC) and semi-annual resident Milestone Reviews.Work with IT to develop, enhance and update reporting to ensure accurate documentation of resident educational experience.Coordinate and manage a 360 evaluation system that measures all aspects of the program, including residents, faculty, program, didactics, precepting, rotations and other activities. Evaluation data should be provided to the PEC and CCC as appropriate.Ensure each resident has a documented individual education plan (IEP) as they enter residency.Maintain a process to address training issues and ensure remediation measures are applied when needed. Support due process meetings, develop on the fly evaluations that target specific behaviors, and provide summary documentation for Scholastic Standing Review Meetings.Maintain and regularly update departmental policies, processes and standard work to ensure consistency within the department.5. CommunicationsProvide regular program wide communications.Maintain program Intranet to provide a venue of communication of policies, curriculum, resources and other important information.Communicate with students regarding their rotations. Maintain student and learner information site to disseminate important information prior to and during rotations.Work with the Department of Family Medicine to ensure updated at least annually in preparation for interview season.Develop interview season site, materials and handouts for recruitment events and interviewing applicants.Communicate with applicants regarding application status, questions regarding their application, requests for additional information, assist as needed with scheduling, and any follow up communication throughout the interview season.Update provider photo boards at least annually.6. Accreditation & CredentialingMaintain understanding of the current ACGME requirements, ABFM Board Certification requirements, Minnesota Board of Medical Practice licensing requirements, DEA Certification including X DEA requirements, PECOS and PMP registration.Maintain and implement onboarding processes for new residents and faculty.Work with the credentialing department as needed for initial and recredentialing needs.Work with IT to ensure appropriate access to systems and troubleshoot issues as they occur.7. Event planningCoordinate and support routine events throughout the academic year, which may include holiday celebrations, Annual Welcome Picnic, Graduation Celebration, Alumni Event and others as needed.Coordinate and plan recruitment event participation, including materials, resources and supplies for these events.Coordinate catering services for weekly didactics, orientation, and events as needed.8. TrainingConduct Administrative orientation during New Resident Orientation, New Faculty Orientation and Medical Student Rotation Orientation. Meet with non-program staff to review systems important to their role within the clinic.9. Administrative SupportSupport Committee meetings as needed throughout the program.Provide direct calendar support to program faculty.Provide general administrative support to residents, faculty, staff, program and clinic. (i.e. residency verifications, reimbursements, payables, printer troubleshooting, A/V equipment support, program photographer, write proofread and edit documents, forms, brochures, presentations, posters, etc.)Acts in department's best interests by understanding department and providers priorities.Coordinates resourcesComplies data, collates and distributes as required.Provides program phone coverage, call screening and forward messages to program faculty as neededProcesses faculty/resident travel requests and reimbursementsProcesses program accounts payable expenses for Department10. Performs other duties including Performance Goals developed by manager and employee and reported in the employee's Performance Review as part of UMPhysicians' Performance Management toolsMaintains core/universal competencies and completes any new required learnings.Demonstrates all critical competencies and new required learnings.Minimum Qualifications:Associates Degree in business or health related area.Three years administrative support experience.Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Publisher.Experience with editing and writing, compiling and interpreting statistical information.Superior detail orientation skills, excellent organizational skills, advanced problem-solving skills, advanced computer software intuition, ability to work with minimal supervision, ability to work as a part of a team, excellent oral and written communication skills, superior interpersonal communication skills, excellent proofreading, grammar and editing skills, understands effective design, layout and formatting skills, typing speed of 70-80 wpm.Superior customer service and communication skillsClinic Description:Smiley's ClinicLocation: 2020 E 28th St. Minneapolis, MN 55407Hours: 1.0 FTEM Physicians offerscompetitive salary and excellent benefits and provides you with the opportunity to enhance your career in the exciting field of health care through rewarding and challenging assignments and the opportunities for advancement.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert