Division Coordinator Lead-Behavior and development (Finance)
In collaboration with management, the Division Coordinator Lead assists with administrative and operational activities of the assigned departments/divisions; may lead other Division Coordinator(s).
Handles situations requiring knowledge of the overall function of responsibility, the overall organization's mission, structure, and culture. Acts as central point of contract for other departmental associates on departmental activities. Responds to inquiries and represents the leader in dealing with both internal customers as well as external contacts. Typical duties may include coordination and support for training programs, budget records, manage meetings with agendas, preparation of correspondence, etc. May be assigned special projects.
Essential Functions:
Division Coordinator Lead duties:
- Collaborates with management to provide administrative and operational oversight within the departments.
- Manage administrative needs and supports for the departments training programs. This includes collaborating with the GME office in upholding Nemours training program standards and procedures.
- In coordination with management, communicates and implements goals and objectives.
- Prioritizes work efforts across the department.
- Has a cooperative working relationship with other departments to advance goals and objectives.
- Identifies trends; develops and implements countermeasures when necessary.
- Coordinates with the Department Chair, Division Chiefs, Division Coordinators and Patient Services Manager access on physician and non-physician scheduling templates to achieve success and productivity goals.
- Interacts with departments and leadership to resolve daily operational problems, improve coordination of systems and processes, and works towards mutual goal attainment. This may include participation in the daily management system daily tiered huddles.
- Facilitates interviewing, hiring, and training of new Division Coordinators.
- May lead and direct other Division Coordinator(s) for assigned area.
May also perform Division Coordinator duties:
- Guide and process all aspects of the clinical schedules of the providers within the assigned divisions. This includes but is not limited to:
- Building templates in the EPIC system and submitting to the enterprise templating team
- Completing and submitting call schedules for providers
- Submitting clinic cancellations, both planned and unplanned
- Coordinating surgical schedules with outlook schedules
- Manage administrative leader's schedules with consideration to priorities and time efficiency.
- Handle incoming calls with courtesy, provide assistance and information as needed, page physicians as appropriate for provider-to-provider line.
- Coordinate business travel including airline reservations, hotels, auto rentals and conference registrations for providers.
- Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.
Job Requirements:
Associate degree or relevant years of experience. (High School diploma and 2-3 years of medical secretary experience in lieu of Associate's degree)
Minimum 5 years of job-related experience required
