Administrative Assistant (patient-facing) , Advanced Heart Failure - Cardiology - Jefferson Center City

Number of Positions In Requisition

1



Job Details

Provide administrative and patient support to assigned Cardiology Faculty members of the Bruce and Robbie Toll Heart and Vascular Institute in the section of Advanced Heart Failure. The administrative coordinator will be responsible for answering busy telephone lines, triaging patient calls, scheduling appointments and obtaining patient records prior to patient visit. The administrative coordinator is responsible for the day-to-day administration and management of multiple accredited and non-accredited fellowship programs. This position functions as a liaison between the program director and the house staff office as well as other departments and divisions. Ensures optimal customer service to both patients and physicians. Interacts with members of the department and university at all levels. Incumbent prioritizes and accomplishes multiple administrative and scheduling assignments.

Job Description

Essential Functions:

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Coordinates daily administrative and clinical activities, maintain calendar, allowing flexibility to accommodate demands on a daily basis. Supporting 4-5 clinicians including high level Enterprise Director(s).
• Documents patient medication refill request for providers to authorize and manage EMR task documented from incoming calls. Put in orders and schedule testing (stress testing, echocardiograms, labs, CT Scans etc).
• Ensure patient records are available for clinicians prior to patient visit and scanned into the EMR.
• Answer telephones, triage and troubleshoot problems. 
• Master Scheduling in EPIC for clinician templates.
• Manage and assist accredited and non-accredited and advanced fellowship. programs, and support advanced fellowship program directors.
• Responsible for travel arrangements, updating physician CV’s, provider license renewal.
• Manages project plans, scheduling and program reporting requirements.
• Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information. 
• Schedule appointments and coordinate arrangements for meetings and conferences.

Minimum Qualifications

• High School Diploma/GED
• Effective Communications – Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships – Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence – Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability – Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities – Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Accuracy and Attention to Detail – Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring – Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving – Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations

Preferred Qualifications

• Bachelor’s Degree
• 2 years in administrative role

Additional Qualifications

• Proficiency in secretarial skills, Experience with computer and standard office software application. Knowledge of Power Point a must.

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.

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