Administrative Assistant – Cardiac Center (Temporary)

Primary Function:

• This position is responsible for: Providing administrative support services to the Nemours Cardiac Center. These services include but not limited to: 1) supporting staff cardiologists and other departmental clinical and administrative staff; 2) assisting in the coordination of activities within the Nemours Cardiac Center. High performance is required to ensure all of the cardiac divisions noted above perform at a high level of efficiency and effectiveness.
• In addition, this administrative assistant is responsible for coordinating and expediting the completion of elective cardiac procedures based upon case orders and directives provided by physician staff including non-Nemours referring physicians in accordance with Nemours’ policies. This activity requires complex and independent decision-making regarding timing and availability of a required personnel. This time-consuming process demands excellent communication with families, referring physicians, nurses, and other clinical and administrative staff throughout the organization.
• Position reports to Cardiac Administrative Office Manager.

Essential Functions:

• Provide administrative support services to the Nemours Cardiac Center. These services include but are not limited to supporting the staff cardiologists and other departmental clinical and administrative staff. Scheduling administrative meetings for supported staff. Arranging all aspects of travel, meeting preparation including registration and itinerary, and presentation preparation. Maintaining CV’s with updated information, tracking CME credits, maintaining records and applications for faculty appointments. Processing expense reimbursement reflecting adherence to center budget codes and policies. Completing communications (letters, reports, memos, forms, etc).
• Provide assistance with the cardiac weekly intra-disciplinary conference preparation. Generate reports to confirm patients for admissions and postoperative patients for case discussion. Print case completion lists for physician review and selection. Prepare conference agenda and mark patients with MRI and CTA studies. Collaborate with conference presenters in finalizing the conference agenda. Distribute presentation list to internal and offsite conference participants. Update agenda with relevant discussion post conference and distribute to information attendees. Prepare conference meeting minutes for approval by appointed committee member. Submit required conference forms to CME office. Maintain a historical record of conference case discussions. Assist with the teaching conference re-accreditation application process.
• Coordinate and expedite the completion of electrophysiology procedures, cardiac catheterizations, and other cardiac procedures based upon case orders and directives provided by physician staff in accordance with Nemours’ policies. Obtain accurate information from families and updates and maintains all documents, schedules, and databases necessary for the accurate and timely scheduling of the cardiac procedures. Submit monthly scheduling log and maintain an updated scheduling guideline.
• Inform families of necessary information including but not limited to traveling directions, lodging accommodations outside of Nemours Children’s Heath, Delaware, EMMI program, all physician instructions, and any insurance requirements (authorizations, referral letter, and pre-certifications). Place pre-procedure calls to patients/families and inform nursing staff of any reported recent illnesses.
• Coordinate and maintain an accurate schedule of appointments, including administrative and patient care activities for the supported physicians and departmental staff.
• Enter Cardiac Center monthly on-call information into WebXchange and on-call schedule. Accurately update this schedule as needed. Submit cardiology physician time away requests into Lightning Bolt physician scheduling software. Enter and report schedule changes in a timely manner.
• Coordinate and complete travel arrangements (air/train, hotel, and car service) for out-of-town candidates or visitors and prepare interview itineraries. Manage the interviewing process between physicians/management and new hire candidate. Collect interview evaluations for hiring manager’s review and decision.
• Provide front-line customer services in the cardiac administrative office. Services include but not limited to answering incoming calls and responding to telephone inquiries, appropriately routing calls, recording adequate messages, relaying telephone and fax messages, dropping off, picking up and sorting departmental mail, greeting and assisting patients, their families and visitors.
• Provide cross coverage in the cardiac administrative areas as directed by office manager. Attend cardiac support staff regular meetings and daily huddle.

Additional Requirements:

• High school diploma required; Associates degree preferred
• 1-3 years of job related experience required
• Previous experience supporting leadership positions required.
• Must be able to multi-task, work independently, prioritize, have excellent time management