Administrative Coordinator - Office of Medical Affairs

Albany Medical Center • Albany, NY

8d • Onsite

About The Position

The Administrative Coordinator for the Office of the Medical Affairs provides high-level administrative and operational support to ensure the functioning of physician credentialing, medical staff governance, regulatory compliance, and daily department operations. This role will have an additional focus of a liaison and coordinator for the Cancer Committee and Commission on Cancer accreditation. This role serves as a liaison between medical staff, hospital leadership, and internal departments. This role requires discretion, strong organization skills, and a high degree of professionalism. The Administrative Coordinator performs a variety of duties to assist the Medical Director’s Office with details of executive business matters and provides direct administrative support to Associate Medical Directors of Albany Medical Center Hospital.

Requirements

• Associate’s Degree with minimum of 3 years of administrative support experience required.
• Education alternative: minimum of 5 years of administrative support in Executive setting required.
• Proficient in Microsoft Office, including Outlook, MS Teams, Webex, MS Word, Excel, and PowerPoint.
• Proficient in taking dictation and transcription.
• Proficient in English usage, spelling, grammar, and punctuation.
• Proficient in formatting business correspondence.
• Proficient in basic budget planning, fiscal control, and accounting principles.
• Able to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Able to investigate and analyze information and to draw conclusions.
• Able to develop, plan, and implement short- and long-range goals.
• Able to analyze and solve problems.
• Able to plan, develop, and coordinate multiple projects.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies.

Responsibilities

• Ability to gather, investigate, and analyze specific issues affecting the medical staff; develops and prepares routine reports and correspondence which may be highly sensitive and confidential in nature.
• Compliance with HIPAA guidelines and understanding of sensitive and confidential material.
• Provides assistance in the understanding and interpretation of AMCH policies and procedures, as requested.
• Understanding time management and meeting reporting requirements/targets.
• Provides comprehensive support to Associate Medical Directors by arranging calendars and scheduling meetings, preparing meeting agendas, and transcribing meeting minutes.
• Receives and triages all incoming phone calls to the Medical Director’s Office main phone line.
• Liaison for Cancer Committee as it reports to the Medical Executive Committee, including attending meetings, processing and executing grants, and transcribing meeting minutes.
• Liaison for American College of Surgeons Commission on Cancer verification and accreditation processes.
• Takes dictation verbally or via tape and transcribes dictation: monthly Process Improvement Team (PIT) meeting, monthly System-wide Credentialing meeting, and monthly Cancer Committee meeting.
• Assists with collecting and processing annual Doctor’s Dues.
• Prepares schedules, agendas and materials for all meetings listed above.
• Oversees Medical Staff Lounges.
• Maintains confidential files (hard copy and electronic), records, and databases in compliance with hospital policy, keeping correspondence and reports available for reference and ensuring efficient operation of the office.
• Coordination and facilitation of Credentialing EHS onboarding, including provider orientation for new private providers.
• Prepares complex correspondence or statistical reports editing for grammar, punctuation, spelling and mathematical accuracy when required through the use of a variety of PC based software applications (i.e., word processing, spreadsheets, graphics, databases).
• Answers correspondence in the name of the Medical Director’s Office as requested.
• Assists in the organization and attendance of special events including annual Doctor’s Day, Medical Staff Holiday Breakfast, APP, and CRNA activities.
• Handles day-to-day public relations and problem solving for the Medical Director’s Office.
• Assists in preparation for audits, surveys, and inspections.
• Back up to manager.
• Prepares requisitions for supplies needed by the Office of the Medical Director or the Medical Staff of Albany Medical Center Hospital and Albany Medical Center-SCC.
• Assists in the orientation of new members of the Medical Staff to the Hospital and its policies and procedures.
• Performs other related duties as identified and assigned.

Benefits

• Excellent health care coverage with no copay at Albany Medical Center providers
• A wide array of services and programs to support emotional, physical, and mental wellbeing

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree