Administrative Assistant

Summary

Under minimal supervision, the Administrative Assistant provides administrative support to the adult emergency department Medical Director, APP Supervisor, the Program Directors of the fellowship programs, as well as provides support to faculty and fellows. Duties include but are not limited to calendar support and scheduling meetings, writing and maintaining provider schedules and employee files, scheduling interviews, timecards, onboarding new providers and fellows, processing orders and payment requests and reimbursements, and supporting fellowship program application season and onboarding in accordance with ACGME requirements.

Essential Duties and Responsibilities

1. Coordinate logistics and manages requests for the emergency department, including supporting the adult emergency department Medical Director, the Fellowship Program Directors, and APP Program

2. Schedules meetings, maintain committee minutes, teleconferences, special events and activities, and staff meetings, including audio/visual and food.

3. Prepares check requests, travel authorizations, process professional organization memberships, fund reimbursements and expense reports; maintains necessary records for Medical Education and/or Accounting Department.

4. Handle confidential material for department, including maintaining department employee files and ensures they are up to date an contain all appropriate documents per HR policies

5. Prepares purchase orders and payment requests according to Purchasing and Accounts Payable policies and procedures

6. Assists with APP schedule and timecard review, interviewing and onboarding of new APPs

7. Maintain knowledge of current medical licensure requirements, immigration policies, ACGME accreditation and institutional requirements.

8. Coordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, & evaluation forms.

9. Distribute, collect, and tabulate all evaluation forms regarding fellows, rotations and faculty and compiles and generates feedback for appropriate follow-up and reporting.

10. Compiles, tabulates, and reports data for surveys, questionnaires, census reports, accreditation reports and other forms and documents required by internal and external agencies as directed.

11. Handle all elements of annual fellow recruitment and onboarding, adhere to recruitment plan, coordinate communication between applicants and program, maintain interview materials, coordinates interviews, rank meeting, and onboarding

12. Inform fellows of documentation required by the primary institution & state licensing board & maintains records of compliance

13. Coordinate all credentialing requirements of all initial appointments as dictated by the primary and participating institutions as well as state licensing agency

14. Instruct fellows from foreign countries regarding the procedures that must be followed with INS, ECFMG and the state licensing board

15. Other duties as assigned.

Education

1. High school diploma or GED required

Experience

1. Five years clerical or administrative experience required

2. Graduate medical education experience preferred

3. Hospital experience preferred

Knowledge, Skills and Abilities

1. Exceptional organization skills.

2. Ability to independently prioritize work.

3. Ability to utilize resources effectively.

4. Critical thinking and problem solving skills.

5. Effective written and verbal communication skills.

6. Proficient computer skills.

7. Ability to adapt and adjust to new or changing situations.

8. Exceptional interpersonal and communication skills.

9. Ability to maintain confidentiality.

10. Maintain effective relationships with supervisors and co-workers.

11. Understand general human resource functions and principles.

12. Understand general financial and budgetary processes and principles.

13. Understand principles of record keeping and confidentiality (including HIPAA compliance).

14. Demonstrate proficiency with computer applications, online resources & equipment utilized by the department & institution.

15. Effectively receives supervision/feedback from the Program Director.

16. Able to organize, schedule, and prioritize work for self and others to meet deadlines.

17. Able to utilize interpersonal skills to work effectively with others.

18. Work positively to resolve issues by bringing concerns to the appropriate person(s).

Computers and Technology

1. Microsoft Office Suite

2. Graphics applications

3. Web-based applications

4. Institution/Department Intranet

Certificates, Licenses and Registration

1. N/a

Salary:

$24.33 - $ 35.24/hr

Denver Health is an integrated, high-quality academic health care system considered a model for the nation that includes a Level I Trauma Center, a 555-bed acute care medical center, Denver’s 911 emergency medical response system, 10 family health centers, 18 school-based health centers, Rocky Mountain Poison and Safety, a Public Health department, an HMO and The Denver Health Foundation.

As Colorado’s primary, and essential, safety-net institution, Denver Health is a mission-driven organization that has provided billions in uncompensated care for the uninsured. Denver Health is viewed as an Anchor Institution for the community, focusing on hiring and purchasing locally as applicable, serving as a pillar for community needs, and caring for more than 185,000 individuals and 67,000 children a year.

Located near downtown Denver, Denver Health is just minutes away from many of the cultural and recreational activities Denver has to offer.

We strongly support diversity in the workforce and Denver Health is an equal opportunity employer (EOE).

Denver Health is committed to provide equal treatment and equal employment opportunities to all applicants and employees. As an EOE, Denver Health does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.