Executive Assistant

Position Summary

The position will provide executive administrative support to multiple full-time faculty within the Adult Liver Transplant Program and their advanced practitioners. The Executive Assistant will work under the direction of the Practice Administrator in collaboration division chief, medical director of liver transplant, surgical and medical physicians, nurse practitioners, physician assistants, social workers, administrative and research staff.

Responsibilities

• Provides front-line executive administrative support for busy academic and clinical office.
• Maintain academic and clinical calendar, coordinate meeting schedules and make travel arrangements.
• Process reimbursements, check requests and purchase order requisitions timely.
• Prepares for conferences and meetings : arrange meeting sites, prepare materials, contact speakers and participants.
• Assist providers in reappointment process.
• Ensure all provider licenses, certifications, memberships are maintained and filed appropriately.
• Ensure all managed care credentialing documents are completed and submitted timely as requested.
• Respond to routine correspondence, maintain records and respond to phone calls.
• Answer phone in a pleasant / responsive manner and triage calls appropriately.
• Take messages that are clear, legible, disseminate as appropriate.
• Screens calls and visitors; responds to telephone and in-person inquiries.
• Identifies and directs non-routine inquiries to appropriate office personnel as needed.
• Resolves problems and provides support to officers.
• Receives, tracks, and distributes incoming and outgoing mail; sorts and triages as needed.
• Facilitates IT support and ensures all equipment is up to date and working.
• Places orders and maintains office supply inventory.
• Maintains faculty’s on-line presence and ensures web profiles are up to date and accurate.
• Ensure on-call provider schedule is generated and circulated timely. Updates are accurately reflected in off-hours telephone service, provider calendars and patient schedules blocked appropriately.
• Able to schedule patient appointments, obtain authorization / referrals, verify insurance eligibility, update demographic, scan documents into EMR.
• Work in collaboration with Scheduling Team to ensure block time is fully utilized and / or released timely as not to negatively impact the division’s utilization.
• Attend department and division meetings as needed.
• Collaborate with the division administrator to implement the revenue cycle initiatives.
• Participate in department and division wide quality improvement initiatives.
• Assist in orientation and training of new divisional hires, including new initiatives.
• Other duties as assigned.

Minimum Qualifications