Office Coordinator - Surgery

Scheduled Hours

40

Position Summary

Directs office functions, provides supervision to secretarial/administrative staff, performs specialized/technical duties with minimum supervision and serves as liaison between division and department business staff through sound business and optimal staffing practices.

Job Description

Primary Duties & Responsibilities

• Supervises all administrative functions of the Division including facilitating the creation and implementation of policies, procedures and office practices.
• Interviews potential individuals for staff vacancies within the Division. Resolves personnel issues such as employee complaints and conflicts and handles necessary terminations. Assists with issues regarding benefits.
• Supervises, trains, provides input on job responsibilities and provides direction to staff. Works with physicians for annual review and evaluation of staff.
• Approves and submits time sheets to payroll.
• Acts as purchasing liaison with the business office. Reviews charges and directs to appropriate accounts. Maintains procurement card for Division and reconciles all charges to appropriate accounts.
• Conducts regular staff meetings and attends Division faculty meeting.
• Acts as liaison between patients, physicians and staff, providing routine information to patient inquiries as well as handling and protecting confidential patient information.
• Acts as Residency Coordinator for Fellowship program. Maintains policies and procedures, call schedule, duty hours, surgical logs, evaluations and files for each of the Department residents as well as for the Program in general.
• Oversees and facilitates with business office, the marketing needs of the Division.
• Maintains established departmental and university policies, procedures and objectives, including regulatory records for license, reports and notifications as necessary.
• Monitors the general maintenance of the building, notifies maintenance of problems, places work orders and follows-up with housekeeping on the completion of tasks.
• Coordinates Division Chief’s and staff physicians’ clinical activities, schedules meetings, arranges conference calls, reserves catering services, makes travel arrangements and completes travel expense reports.
• Administers/prepares reports, minutes, Division Chief’s correspondence and manuscripts, lectures and administrative materials required for the direction of the department.

Preferred Qualifications

• Working knowledge of general office equipment including word processing, financial systems, Workday and similar programs.
• Organizational and supervisory skills.

Required Qualifications

Associate degree with two years of experience in university/medical environment or equivalent education and experience.

Grade

G09

Salary Range

$44,700.00 - $73,800.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.