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Position Details

Department: Palliative Care
Category: Administrative Support
Location: Phoenix
Posting #: 466241
Date Posted: 8/12/2019
Employee Type: Regular

Position Summary

Under the direction of a manager, director, Division Chief the Hospital Based Division Operations Coordinator is responsible for the oversight of the day-to day activities of Chief, multiple providers, medical directors, and program directors for assigned department(s). Ensures efficient and effective workflows at all locations where assigned departments practice in accordance with customer service and quality standards. Coordinates day to day operations to facilitate efficient office work flow, schedule management, Kronos, maintains annual operational budget, regulatory and medical licensures, and effective communications.

PCH Values

  • Family-Centered care that focuses on the need of the child first and values the family as an important member of the care team
  • Excellence in clinical care, service and communication
  • Collaborative within our institution and with others who share our mission and goals
  • Leadership that set the standard for pediatric health care today and innovations of the future
  • Accountability to our patients, community and each other for providing the best in the most cost-effective way.

Position Duties

  1. Plans and schedules work for the assigned departments' staff, ensuring proper distribution of work, completion of assignments, and unit coverage. Maintains staff schedules to ensure adequate coverage and practice efficiency.
    • Prepares agenda for a variety of meetings taking minutes and/or facilitating further communication to ensure that assigned work is completed.
    • Creates and maintains current calendar of meetings and notify participants of changes to ensure timely communication.
    • Prepares educational materials for meeting presentations and lectures.
  2. Oversees day-to-day activities of the department and may assume responsibility when Manager is not available. Identifies opportunities for department improvement and executes solutions under department leadership.
    • Coordinates office work flow and communications, including phone management, e-mail correspondence, file maintenance, and standard mail collection and distribution to provide for optimum efficiency.
    • Composes correspondence and independently generate other communications, including, but not limited to, e-mails, newsletters, reports, mailings, flyers and brochures through effective use of appropriate software applications and media.
    • Prepares agenda for a variety of meetings taking minutes and/or facilitating further communication to ensure that assigned work is completed.
    • Creates and maintains current calendar of meetings and notify participants of changes to ensure timely communication.
    • Prepares educational materials for meeting presentations and lectures.
    • Maintains database and statistics for various Program/Division reports. Gathers, summarizes, and analyzes data and information succinctly to provide material for decision making.
  3. Manages and oversees provider schedules, time cards, PTO, CME, and moonlighting. Performs adjustments as needed. Develops scheduling templates and protocols with providers and department leadership to maximize access and quality.
    • Maintains database and statistics for various Program/Division reports. Gathers, summarizes, and analyzes data and information succinctly to provide material for decision making.
    • Creates and maintain Physician and Nurse Practitioner schedules.
    • Processes payroll, moonlighting hours, PTO and CME hours.
    • Assists in maintain and updating annual operational budget.
    • Prepares, codes and tracks requests for payments to ensure proper accounting of funds in accordance with budget.
    • Keeps PCH credentialing and CME current. Keeps all outside facility credentialing current: Tucson Medical Center, Kingman Medical Center. Maintain Medical/NP licenses and DEA privileges.
    • Prepares and maintain all University Appointments.
    • Assists in resident/student rotations as needed.
    • Maintains confidential divisional employee files and records.
    • Maintains inventory levels of standard office supplies and materials by tracking and ordering supplies as appropriate. 11. Aids in Department/Division recruitment.
  4. Identifies, develops, and implements new procedures and/or tools for improved work flow.
  5. Provides oversight and guidance of the department staff including, but not limited to, employee selection, training, and development. Provides input regarding performance evaluations. Attends and actively participates in staff and interdepartmental meetings.
  6. Participates in a variety of departmental and hospital educational and quality initiatives to maintain current skill and competency levels, demonstrates ongoing development, and improves care quality. Performs QA audits and monitors KPIs as needed.
  7. Acts as a role model by displaying exemplary, compassionate, and professional behavior. Motivates staff to perform excellent, patient-focused service.
  8. Performs miscellaneous job related duties as requested.
The position has been closed or filled.

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