Responsible for providing administrative support for the Vice President and Associate Vice President of the Neuroscience Institute, as well as additional members of the operations team and/or institute physicians as assigned. Ensures advanced administrative activities provide efficiency and organization to the department.
Reports directly to the Vice President, Neuroscience Institute.
MAJOR DUTIES AND RESPONSIBILITIES
Provides administrative support to all principals. This is typically demonstrated through
*1. Calendar Management
-Scheduling Meetings and appropriate work/ planning time
-Daily schedule management, preparation and troubleshooting
-Assists with recurring operational project planning and scheduling ie budget, -strategic planning, etc
-Creates agendas and minutes
-Deadline management assistanc
-Prepares request for absence and travel for principals.
-Submits registration and fees, obtaining expense monies, scheduling hotel accommodations, air travel, etc
-Prepares reconciliation of expenses upon return from trip.
-Prepares continuing education forms as appropriate.
-Managing mileage, travel time including stipends when required, etc
*3. Time Tracking
*4. File Managemet
*5. Institute initiative management
-Retreat planning and assistance
-AV use and troubleshooting for meetings in all conference rooms
-Assist with initiative project management including documents, etc
Manages recruitment process for Neuroscience Institute. This includes, but is not limited to:
-Collaborate with recruitment and physicians to develop schedules
-Escort physician on interview day
-Schedule and maintain recruitment call including pre- interview huddles
*7. Offer Letter
-Draft letters of offer following templates to maintain format compliance
-Work with Phys Comp and Leadership to evaluate reasonable compensation and institute leadership
-Assemble packets, prepare for signature and circulate to completion
-Manage delivery to candidates including return receipt of executed documents
-Send completed documents to all appropriate departments and upload for tracking.
*8. Loan Documentation
-Utilize loan templates per communication with Irene Hess
-FedEx Loans-Receive them back and send to all appropriate departments
-Upon receiving letter, submit physician to the credentialing portal
-Monitor portal for delays and revise letter and practice agreement accordingly
-Act as in-department partner to physician as they need assistance
-Schedule preliminary call for Ops Director, Access Coordinator and Provider
-Work with designated assigned assistant to create orientation
-Follow up to ensure all is completed
-Run annual onboarding huddles to cover busy onboarding season
11. Non-Provider Position tracking
*12. Purchasing of necessary items or other payment for services as required including an understanding of Foundation Funds and their use allowances as we all tracking purchases for reports back to donors.
13. Performs other duties as required or assigned by emergency or other operational reasons for which the employee is qualified to perform.
*Denotes essential job functions
COMPETENCIES AND SKILLS
Demonstrates advanced administrative skills (presentation design, report preparation with complicated formulas and graphics).
Demonstrates strong performance in written, oral, and electronic communication skills.
Demonstrates ability to function under significant time pressures
Strong understanding of all corporate expense policies
Strong understanding and troubleshooting capability for AV equipment and conference rooms
EDUCATION AND/OR EXPERIENCE:
Associate's degree in business, secretarial, or related field preferred.
Minimum five years administrative experience required.
WORKING CONDITIONS/PHYSICAL DEMANDS:
Work is typically performed in an office environment.
The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements considered necessary to successfully perform the job.
OUR PURPOSE & VALUES: Everything we do is about caring for our patients, our members, our students, our Geisinger family and our communities. KINDNESS: We strive to treat everyone as we would hope to be treated ourselves. EXCELLENCE: We treasure colleagues who humbly strive for excellence. LEARNING: We share our knowledge with the best and brightest to better prepare the caregivers for tomorrow. INNOVATION: We constantly seek new and better ways to care for our patients, our members, our community, and the nation.
ABOUT GEISINGER: Geisinger is a physician-led health system comprised of approximately 30,000 employees, including nearly 1,600 employed physicians, 13 hospital campuses, two research centers, and a 583,000-member health plan Geisinger is nationally recognized for innovative practices and quality care. Geisinger serves more than 3 million people in central, south-central and northeast Pennsylvania and also in southern New Jersey with the addition of National Malcolm Baldridge Award recipient AtlantiCare, A member of Geisinger. In 2017, the Geisinger Commonwealth School of Medicine became the newest member of the Geisinger Family.
We offer healthcare benefits for full time and part time positions from day one, including vision, dental and domestic partners.* Perhaps just as important, from senior management on down, we encourage an atmosphere of collaboration, cooperation and collegiality. For more information, visit www.geisinger.org, or connect with us on Facebook, Instagram, LinkedIn and Twitter.
** Does not qualify for J-1 waiver. We are an Affirmative Action, Equal Opportunity Employer Women and Minorities are Encouraged to Apply. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability or their protected veteran status.
*Domestic partner benefits not applicable at Geisinger Holy Spirit.
At Geisinger, our innovative ideas are inspired by the communities we serve – like our Fresh Food
Farmacy, a program that delivers life-saving healthy alternatives to patients with diabetes. With additional tools like our MyCode Community Health Initiative, one of the first health system genome sequencing
programs, and our new asthma app suite that we developed in partnership with AstraZeneca, it’s no wonder we’re ranked one of the Top 5 Most Innovative Healthcare Systems by Becker's Hospital Review. We continually work towards continuous improvement in a culture where everyone has a voice and firmly believe that better begins with all of us.
Founded more than 100 years ago, Geisinger serves more than three million residents throughout central, south-central and northeastern Pennsylvania and southern New Jersey. Our physician-led system is comprised of 30,000 employees, including 1,600 employed physicians, and consists of 13 hospital campuses, the Geisinger Health Plan, Geisinger Commonwealth School of Medicine and two research centers.
What you do at Geisinger shapes the future of health and improves lives – for our patients, communities, and you.