This position is responsible for managing the administrative and academic responsibilities of the Department Chair of Orthopedic Surgery. This includes serving as a liaison and representative for the entire department. Additionally, this position will administratively support the department administrator. This position communicates with senior executives of the Academic Health Center and Medical School, faculty and staff, administrative center personnel including the administrative center director/equivalent executive, finance manager, research manager, human resources, and education; medical residents and fellows; hospital and clinic executives and staff, and others to facilitate completion of tasks between groups. This position performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical strategic thinking, mission based perspective and decision making skills. This position requires a high degree of professionalism in a rapidly changing, time-pressured environment, strong organizational skills, and the ability to be flexible as demands and priorities change. The targeted start date for this role is March 16, 2020. Essential functions include:
Act as Representative and Liaison for Department Chair Office- 45%: â— Analyze and examine issues on behalf of Department Chair and Administrator to prepare responses, cultivate and maintain strong relationships with professional colleagues across the University, UMPhysicians, UMMC Fairview, Fairview Health System, HealthPartners, TRIA, CentraCare, VAMC, and related offices. â— Manage a complex calendar for the Department Chair and Administrator and ensure proper materials and resources are ready and available prior to each meeting. â— Interface for Department Chair and Administrator on specially assigned matters on behalf of the department. â— Act as an information gathering representative at meetings and conferences (with or without Department Chair and Administrator) to keep informed about University-wide, the Medical School, and departmental activities. Communicate information effectively and as appropriate. â— Collaborate with orthopedic department’s communications specialist to disseminate announcements and messages on behalf of Department Chair, Administrator, and faculty. â— Patient Care Coordination including: â—‹ Address patient issues – answer and respond to patient calls, complete disability and other medical forms (insurance, FMLA, work/school slips, etc.). â—‹ Track patient imaging - log and track all imaging, including pathology slides by provider. â—‹ Liaison for patient requests for information, results, and patient related and scheduling issues. Facilitate communication between referring physicians and university physicians. Work to make entry of new patients into university care system simple and seamless for the patients and their referring physicians. â— Initiate invited Department Chair scholar visit by working with Department Chair, and provide follow-up and agenda coordination with residency coordinator. â— Maintain Department Chair’s personal files, including: â—‹ CVs with continual academic and clinical achievements â—‹ Continuing medical education (CME) logs â—‹ Hospital credentialing and privileging requirements â—‹ DEA Registration and Minnesota Medical License renewals â—‹ American Board of Orthopedic Surgery board certification process â—Work in conjunction with Administrator, Office of Faculty Affairs, and HR business partner to process all without salary and adjunct faculty appointments. â— Schedule and coordinate all leadership meetings for the G4 resident on the tumor-leadership rotation. â— Work with Administrator and SAC finance analysts to prepare for the annual “snapshot” meeting with the Dean of the Medical School. â— Work with the Administrator and SAC finance analysts to prepare for the Department Chair’s annual review with the Dean of the Medical School.
Program Development, Coordination and Leadership for Department Participation in Strategic Initiatives- 35%: â— Organize and determine scheduling needs, attendees, timing, agenda, and minutes for essential department programs including but not limited to MHealth Fairview strategic plan, HealthPartners/Park Nicollet/TRIA Musculoskeletal partnerships, CentraCare partnerships, and VA partnerships. â— Recognize and anticipate Department Chair and Administrator responsibilities and functions. Arrange, coordinate, and prioritize activities on various boards, committees and academic societies, etc. Provide administrative support as needed and requested. â— Collaborate and execute initiatives to support faculty leadership development across the department in areas such as clinical medical director, hospital medical director, department vice-chairs, and faculty recruitment, etc. â— Proactively schedule and predict vital meeting dates with key department leaders or mentees: i.e. department vice-chairs, faculty, and new city-wide faculty. â— Meet with the Department Chair and Administrator on a weekly basis to review projects, set priorities, adjust schedules and prep for upcoming meetings, retreats, and functions. Additional attention and focus is required to support the Department Chair’s role as an Associate Dean of the Medical School.
Departmental Administrative Support – 15%: â— Prepare presentation materials for executive meetings and conferences. â— Attend executive level meetings, take minutes, and prepare executive summaries for follow up. â— Operate as a communication liaison between the Department of Orthopedic Surgery and SAC regarding pertinent and critical departmental information, functions, policies and procedures. â— Process invoices and requests for payment when needed. â— Organize and prioritize written and electronic correspondence and escalate or forward appropriately. Maintain multiple calendar platforms with accuracy. Coordinate complex travel arrangements including air and ground transportation, meeting registration, CME credit documentation, and timely and accurate processing of all reimbursements. â— Confirm and finalize hospitality activities including, venue registrations, catering arrangements as needed for conferences, faculty meetings, and other department events.
Other Departmental Duties and Responsibilities - 5%: â— Coordinate and direct recruitment activities as assigned. â— Prepare and distribute monthly faculty meeting folders, attend meeting, and take minutes. â— Prepare agenda and handouts for surgical chairs meeting on the 1st and 3rd Tuesdays of the month, attend meeting, and take minutes. â— Prepare and distribute monthly compensation meeting agenda and handouts. â— Conduct peer training and onboarding of department administrative staff when appropriate. â— Attend and actively participate in regular staff training, meetings, and development activities. â— Coordinate and facilitate faculty annual educational/scholarly review process. â— Coordinate and collaborate on the annual book and education fund annual giving campaign.
Pay Range: $17.31 to $29.10 USD/hour
All required qualifications must be documented on application materials.
Required Qualifications • High School Diploma/GED and five (5) years of related experience to include project management, or a combination of related coursework/education and experience totaling five years. • Experience organizing, managing, analyzing and making decisions or recommendations about complex administrative projects for a high-level executive, and often in conjunction with committees, other staff, or stakeholders. • Proficient with Microsoft Office Suite and web-based applications (e.g., Google docs, forms, sheets; Skype; Qualtrics). • Excellent verbal and written communications. • Demonstrated interpersonal and customer service experience in a multi-tasking environment.
Preferred Qualifications: • Other related experience could include, but is not limited to: business, administration, communications, or technical support • Ability to work productively on teams and with staff at all levels • Ability to perform duties across a variety of content areas • Ability to be flexible with work style depending on project needs • Experience in higher education • Ability to manage and track multiple concurrent projects
Internal Number: 334692
About University of Minnesota, Twin Cities
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