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Position Details

Department: Inpatient Pediatrics
Category: Administrative Support
Location: Phoenix
Posting #: 480528
Date Posted: 10/15/2019
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.

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Position Qualifications

Please review the following qualifications and specify whether you meet each of the requirements listed.
Do you meet this requirement?
Education
1. Associates degree in health care, business or related field OR a combination of education and related experience. Required
Do you meet this requirement?
Experience
1. Four or more years of experience in a health care setting, including inpatient clinical and/or administrative operations. Required
2. 6 months or more previous leadership, supervisor, or project/program management experience. Required
Do you meet this requirement?
Special Skills
1. Knowledge of medical terminology and understanding of HIPAA privacy laws. Required
2. Basic knowledge of electronic medical record systems (scheduling, documents management, etc.) Required
3. Excellent customer service skills, both written and verbal. Required
4. Ability to work effectively and professionally under pressure and proficient at issue resolution. Required
Physical Requirements & Occupational Exposure/Risk Potential
1. Physical Requirement - Climbing Frequently
2. Physical Requirement - Feeling (sensing textures and temperatures) Constantly
3. Physical Requirement - Fine Motor Skills (pinching, gripping, etc) Constantly
4. Physical Requirement - Hearing Constantly
5. Physical Requirement - Pushing/pulling Frequently
6. Physical Requirement - Reaching Constantly
7. Physical Requirement - Sitting Constantly
8. Physical Requirement - Standing Frequently
9. Physical Requirement - Stooping/crouching/kneeling/crawling Occasionally
10. Physical Requirement - Talking Constantly
11. Physical Requirement - Tasting/smelling Constantly
12. Physical Requirement - Walking Constantly
13. Physical Requirement - Near Vision Constantly
14. Physical Requirement - Far Vision Constantly
15. Physical Requirement - Color Discrimination Constantly
16. Physical Requirement - Use of keyboard, mouse and/or computer equipment Constantly
17. Physical Requirement - Lift up to 35 pounds without assistance Occasionally
18. Physical Requirement - Lift more than 35 pounds without assistance Occasionally
19. Occupational Exposure/Risk Potential - Inside office environment Applicable
20. Occupational Exposure/Risk Potential - Outdoor weather conditions Applicable
21. Occupational Exposure/Risk Potential - Confined areas Applicable
22. Occupational Exposure/Risk Potential - Airborne communicable diseases Applicable
23. Occupational Exposure/Risk Potential - Fumes or airborne particles Applicable
internal/external
I have reviewed the qualifications, physical requirements and occupational exposure/risk potential for this position and wish to apply