Administrative Coordinator

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Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success.

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HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status

Regular Full time

Work Shift

Compensation Range

The base pay scale for this position is $30.77 - $46.84. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What you will be doing

JOB DESCRIPTION

Overview

The Administrative Coordinator will provide high-level, comprehensive support to Drs. Peter Fabricant and David Scher in their capacity as Associate Program Directors for the Orthopedic Residency program. The role manages their day-to-day schedules, organizing and preparing for meetings, and acting as the point of contact among executives, employees, clients, and other external partners. The position also assists with strategic planning of programs and initiatives, coordinating meetings and retreats, and preparing correspondence and letters on behalf of Drs. Fabricant and Scher. Additionally, the position supports the physicians with special projects and initiatives.

In this role, the applicant must exhibit the ability to transcribe material of a highly confidential nature, as well as compose letters and initiate correspondence for review by Executives. Additionally, promoting a professional atmosphere through courteous communication, cooperation, and respect for patients, visitors, colleagues, and members of the health care team is essential.

Responsibilities:

• Administrative responsibilities may include:
• Act as the point of contact among executives, employees, and other external partners
• Manage calendars and coordinate meetings
• Manage information flow in a timely and accurate manner
• Organize travel and accommodations for business trips/offsite conferences
• Prepare and submit travel-related expenses following each business trip or offsite conference/meeting and keeping record of paid/unpaid reimbursements
• Assist in planning of academic programs and activities for the residency
• Regularly attend and participate in meetings between Drs. Fabricant and Scher and members of the Academic Training Staff, facilitating follow up on action items
• Adeptly handle administrative matters including screening calls, managing calendars, planning meetings, making travel arrangements, processing reimbursements, check requests, and invoice payments
• Interact professionally with all levels of staff and maintain the highest level of confidentiality maintaining tact and diplomacy in handling sensitive issues
• Collaborate, participate, and lead strategic initiatives and projects at the direction of Drs. Scher and Fabricant
• Help support the planning and coordination of Pediatric rotation of the Orthopedic Residency under the leadership of the Pediatric Education Director including assistance with scheduling, coordination and other education related activities
• Collaborate and work with Physician's clinical office staff to ensure schedule alignment.

Qualifications

• Minimum Experience: 3 years
• Experience providing administrative and/or office support, including meeting coordination and preparation and vendor payments/invoice processing
• Event planning and coordination experience including small and large ceremonies, awards programs and celebrations
• Prior exposure to working environments that included interdepartmental and/or committee efforts and initiatives, interacting with groups from all areas, including senior leadership, healthcare setting experience preferred

Skills

• Proficient in Microsoft Office Suite: Outlook, Excel, Word, PowerPoint, Teams
• Excellent verbal and written communication skills
• Strong organizational skills with attention to detail
• Extremely organized and able to multitask
• Strong customer service orientation
• Must be adaptable to changing environment, flexible in prioritizing tasks
• Demonstrated ability to work efficiently in a fast-paced environment
• Present and maintain courteous and professional demeanor
• Ability to work in a team and coordinate with senior level administrators
• Ability to independently resolve issues and handle unexpected challenges
• Ability to adjust to changing situations, work assignments, and work schedule

Education

• Bachelor's Degree preferred

YEARS OF EXPERIENCE REQUIRED

Minimum 5 years in high profile healthcare/legal business environment. 5

YEARS OF EXPERIENCE PREFERRED

Proficiency in automated office productivity tools i.e. Microsoft Office Suite (Excel, PPT, Word, Outlook. Performs accurate typing 45-60 words/minute. Familiarity with occurrence reporting software such as RL Solutions helpful

PHYSICAL WORKING CONDITIONS

Sitting in a comfortable position with frequent opportunity to move about Sitting in a comfortable position with frequent opportunity to move about the department and traverse the hospital campus. Examples: executive, management, administrative and secretarial positions.

ENVIRONMENTAL WORKING CONDITIONS

Comfortable indoor area Located in a comfortable indoor area. Examples: executive, management and secretarial positions.

HAZARDS OSHA

~Category 3 Tasks that involve no exposure to blood, body fluids, tissues, or other potentially infectious materials and Category 1 tasks are not a condition of employment.

POSITION & UNIT ACCOUNTABILITIES

• Develops/Manages Processes & Systems- Assists with contracts Assists in the negotiation of physician managed care contracts, analytics, and financial modeling.
• Upholds Standards/Expectations of HSS Staff- Coordinates enrollment Coordinates physician enrollment in managed care plans.
• Upholds Standards/Expectations of HSS Staff- Ensures compliance Ensures compliance of managed care companies with negotiated contracts.
• Upholds Standards/Expectations of HSS Staff- Resolves payor issues Followsup and resolving payment issues with Insurance Payors.
• Upholds Standards/Expectations of HSS Staff- Acts as liaison Acts as a liaison between physician offices and Insurance Payors.
• Upholds Standards/Expectations of HSS Staff- Assists with meetings Schedules, coordinates, and documents for all PHO related meetings.
• Maintains Documentation & Manages Information- Maintains tracking logs Creates and maintains tracking logs for Insurance Payor issues and accountability for closing out items.
• Upholds Standards/Expectations of HSS Staff- Oversees PHO line Oversees PHO phone line, answers and responds to inquires, and assist with urgent physician office issues.
• Upholds Standards/Expectations of HSS Staff- Attendance Maintains satisfactory attendance record.
• Upholds Standards/Expectations of HSS Staff- Maintains punctuality Reports for duty punctually.
• Upholds Standards/Expectations of HSS Staff- Adjusts to change Adjusts to changing situations and work assignments.

Non-Discrimination Policy

Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.