Under limited supervision, the Project Assistant IV provides highly complex administrative support, which Includes but is not limited to; project management, scheduling, faculty and staff support, IT assistance and troubleshooting, invoicing, payments, and ordering, verbal, phone, and written communications; creating and maintaining tracking systems; organizing travel itineraries; distributing schedules; arranging meetings and conferences; processing and disseminating correspondence and letters; coordinating unit compliance with University and/or regulatory requirements.
Provide administrative support to section faculty and shared support of nurse practitioners and research staff including processing of expense reimbursements in GEMS, travel expense vouchers, disbursements in ePayments, faxing, filing, photocopying, mail, ordering supplies in Buysite, submission of facilities maintenance requests, file maintenance, phone triage.
Coordinate the administrative needs of faculty physicians within the Section of Hospital Medicine. Coordination encompasses support of academic, clinical, and administrative needs of the faculty and staff.
Communicate regularly with patients, families, administrators, providers, and other internal and external stakeholders.
Process Extra Service Payments for APN's, PA's, Faculty, & Moonlighters on a monthly basis or as needed. Resolve payment issues for APN's, PA's, Faculty, & Moonlighters. Assign extra service payments to E&E accounts or other special ESP requests as needed. Create payment reports and other supporting documentation.
Assist with special projects.
Maintenance of Section equipment and space and management of the section's computing inventory including purchase of, tracking and filing of agreements, rotation of old equipment and ordering of accessories.
Liaise with external partners around administrative support, invoicing, faculty credentialing, malpractice, and other areas as needed
Perform project management and customer support for faculty, staff, and volunteers
Update the Hospitalist Attending Schedule.
Provide back-up administrative support to other section administrative personnel during times of absence.
Provide administrative support for all steps of recruitment, hiring and onboarding processes: outreach, communications, interview scheduling and coordination, support for onboarding and credentialing, and other needs as determined
Update/maintain the calendars of the physicians.
Maintain organized filing systems, in electronic and paper systems
Work with team to develop standardize procedures and communicate ideas and best practices
Arrange and schedule meetings and special events
Work closely with administrative leadership and team to optimize processes and share information
Collaborate with internal and external stakeholders to ensure needs are met in in an efficient and timely fashion
Accountable for completion of medical transcription for all physicians.
Ensure that patient, physician and program expectations are met by assisting with scheduling of clinic appointments, generating follow up letters, requesting medical records, and scheduling testing as requested.
Support growth, development, and referral efforts of faculty and Section.
This is an Academic Discretion position.
Proficiency with Microsoft Office suite required. Experience with Microsoft Excel and associated functions and features, such as Pivot Tables, strongly preferred.
Experience in managing electronic tracking systems and databases
Ability to successfully handle multiple faculty and department related tasks within specified time frame required.
Ability to proactively anticipate physician needs and resolve problems required.
Ability to thrive in fast-paced environment and effectively manage competing tasks, deadlines, and needs
High levels of collaboration and initiative, strong editing skills and superb organizational abilities required.
Ability to provide excellent customer service required.
Strong editing skills and superb organizational abilities required.
Experience with Endnote, Adobe, and other business related applications preferred.
Experience in invoicing and financial operations preferred
Proficiency in project management preferred
Ability to learn a range of position-related software applications required.
Ability to communicate effectively in English, both orally and in writing, required.
Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with visitors, patients, staff, faculty, students and others.
Education and Experience:
High School Diploma or equivalent required.
Bachelor's degree preferred.
Three years of office experience required.
Four to five years of office experience in complex, fast-paced office environment preferred.
Hospital or academic medical center experience preferred.
â‹NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
Salary Range: $19.81-$29.00
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR04981
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