Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Pediatrics Diagnostic Center. The position is located at the Northweast Tower. This position is for the Medical School Campus.
This position performs supervision, coordination, and leadership functions for the Division of Adolescent Medicine faculty, staff and trainees.� Facilitates and promotes quality clinical care and positive, friendly customer relations for patients, families, and physicians, both subspecialists and referring physicians.� Primarily responsible for supervision of clinical office staff, maintenance of scheduling applications, and coordination of divisions’ programs.� This position requires a commitment to working with diverse populations and comfort with sexual and reproductive health issues.
SERVICE EXCELLENCE RESPONSIBILITIES:
Treats patients and families with care, respect and professionalism.
Maintains patient privacy at all times.
Provides patients with clear and accurate information.
Takes action to continuously improve service.
Responds consistently to the needs of referring physicians and other health care professionals who are participating in the patient’s care.
Creates a positive work environment by treating all co-workers, students and physicians with dignity and respect.
PRIMARY DUTIES AND RESPONSIBILITIES:
Perform executive secretarial duties for division faculty including: scheduling staff meetings, maintaining faculty CVs, managing individual calendars, organizing travel arrangements and setting itineraries, completing and submitting expense reimbursements, obtaining signatures, and ordering supplies.
Supervises all daily activities of the clinical office, facilitating policy and procedures concerning office workflow.
Responsible for the collection and maintenance of records pertaining to the division’s CQI activities.� This includes coordinating the resolution of patient complaints.
Facilitates communication with referring physician offices to obtain needed medical records and mails transcripts of consults and return care visits to these offices.
Interviews, trains, supervises, and provides direction and evaluates division’s clerical staff.
Assist Division Director with resident and medical student program; organize evaluations; and prepare reports for review.
Interprets departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies.
Develops and recommends policies and procedures related to operations; establishes guidelines and procedures to enhance customer service; plans and conducts meetings with subordinates to ensure compliance with established procedures, to implement new policies, and to keep employees abreast of changes and current standards.
Maintains liaison with all levels of administration to coordinate department business, accomplish directives, and facilitate the resolution of problems.
Coordinates various personnel functions including, but not limited to, hiring, disciplinary actions, grievances, promotions, transfers, and vacation schedules.
Coordinate clinical schedule for WUMS IV medical students rotating through division.
Attend Division meetings and supervisor/manager meetings as requested.
Assist with special projects as needed.
Ensure all HIPAA regulations are adhered.
Act as Records Custodian for office, per HIPAA regulations.
May assist in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency.
Other duties as assigned.
High school diploma required. Two to four years of experience in office management, preferably with supervisory and budget management responsibilities. Appropriate education and/or experience may be substituted on equivalent basis.
Experience in a medical, research or educational environment preferred.
Bachelor’s degree in a business related field is strongly preferred.
Demonstrated communication, organization, leadership, and interpersonal skills.
Working knowledge of accounting, personnel, basic office skills, and medical office systems (EPIC Scheduling).
The hiring range for this position is $20.77 - $26.46 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Med School HR website (medschoolhr.wustl.edu)
Internal Applicant Instruction:
This position is grade G09.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.