Administrative Assistant - Neonatologists - Full time, Frederick

Administrative Assistant - Neonatologists - Full Time

General Job Description: Provides administrative support to the Medical Director of the Frederick Health Hospital (FHH) and providers in the unit. Serves as the initial point of contact for the FHH NICU administrative office. Ideal candidate will maintain a high degree of professionalism and confidentiality, comfortably take initiative and exercise independent judgment to resolve issues. Will perform duties of a sensitive and confidential nature. This position reports to the Director, Women&Children's Service Line, Division Administrator of the Division of Neonatology, and the FHH Medical Director. Maintain liaison with JHU Division of Neonatology administrative staff, working as an administrative team member to maintain transparency and cohesiveness. Duties and Responsibilities:

Responsibilities include, but are not limited to, formatting/preparing various graphs, tables, charts, spreadsheets and Power Point Presentations; prepare and schedule meeting agendas/itineraries, including gathering materials to be presented in an organized fashion, routine correspondence, compiling and maintaining data, answering telephones, other duties as assigned

Receive, screen and relay telephone calls and messages in a timely manner. Interact with Labor and Delivery Department, Maternal Child Department, Maternal Fetal Medicine Department, Medical Records, Credentialing Office, Medical Staff Services, IT Department, Hospital Administration, etc.

Schedule monthly Division of Neonatology meetings on behalf of the NICU medical director. Prepare and distribute agendas, take and distribute minutes, notify attendees, reserve conference rooms; set up alternative connection via Zoom, maintain log of participants.

Schedule regular meetings on behalf of NICU Medical Director as instructed. Prepare and distribute agendas, take and distribute minutes, maintain attendance log

Manage NICU Medical Director's calendar; and update as needed. Assist NICU Medical Director contacting providers to fill open shifts in the schedule. Distribute schedule to staff. Monitor schedule on a daily basis to update with any changes, notifying all providers and other critical offices.

Prepare and maintain monthly moonlighting payroll spreadsheet for NICU providers. Confirm hours worked with monthly schedule prior to submission to Neonatology Administrator for processing

Reconcile NICU agency providers' invoices confirming hours worked with monthly schedule.

Maintain files of Neonatology Staff, Physicians, Nurse Practitioners, and Moonlighter's licenses; ensure all files are current and most recent documents on file. Forward copies of all new updated licenses to Medical Staff Office

Maintain time and attendance for all JHU providers in the NICU following divisional policy and medical director approval for requesting and reporting time off. Send details to division administrators on a monthly basis.

Serve as a liaison between neonatology division administrator and FHH Credentialing Office for a smooth and prompt transition for credentialing new providers.

Serve as a liaison between department and vendors, other departments, and outside organizations.

Create, maintain, and analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; assist in the creation of new systems or revise established procedures as needed

Maintain equipment and service contracts including computers, office equipment

Use various software applications such as Excel, Word, Power Point, SAP, Epic. File and manage correspondence, create new files and maintain an organized filing system.

Operate personal computer to access email, electronic calendars, and other basic office support software

Use various software applications, such as spreadsheets, relational databases and graphics packages to assemble, manipulate and/or format data and/or reports. Utilize Internet to search for information, contacts for research, and clinical consultation, international contacts for teaching and travel.

Perform other duties as assigned by FHH Director Women&Children's Service Line, Neonatology Division Administrator and FHH NICU Medical Director.

Collate and maintain provider billing for submission to Coronis Scope of Responsibility: Knowledge of the formal and informal departmental/divisional goals, standards, policies and procedures, which may include familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department and division.Decision Making: On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. Minimum qualifications (mandatory): High School Diploma or GED required. Five (5) years progressively responsible administrative experience required, preferably in a health care environment; Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.Preferred qualifications: Bachelor's Degree preferred. Experience with Epic preferred. Special knowledge, skills, and abilities: Ability to work independently as this office is a one-person office. Candidate is expected to take initiative to maintain smooth office operations. Experience in the use of software applications, databases, spreadsheets, and/or word processing required. Operate personal computer to access e-mail, electronic calendars, and other basic office support software such as PowerPoint, Excel and Microsoft Word. Communicate effectively and in a professional manner at all times. Maintain positive, courteous, supportive, professional working relationships with all levels of contacts

faculty, staff, students, visitors, etc. Provide excellent customer service assisting others as needed. Excellent verbal and written communication skills required. Excellent interpersonal skills with the ability to work with faculty, staff and students. Must be able to work independently, be flexible, motivated and able to handle multiple tasks with ease; must be a self-starter. Ability to make independent decisions and establish work priorities to meet deadlines. Ability to work independently without direction, prioritize own work and work with flexibility on several tasks simultaneously in order to meet various concurrent deadlines. Function as a member of a team, working to promote an atmosphere of respect, collegiality and integrity. On a regular basis, exercise sound judgment and assume responsibility for decisions, consequences and results. Final candidate for this position may be required to complete skills assessments appropriate to position description.Caring for you as you care for the CommUNITY Frederick Health offers a comprehensive and affordable benefits package. Health, Dental and Vision insurance are offered the 1st of the month after 30 days of employment to all employees hired to work at least 20 hours per week and we offer multiple plans to best meet your and your family's needs. Life insurance, Short-Term Income Replacement and Long-Term Disability are employer paid for eligible employees. Frederick Health offers a robust Paid Time Off program for eligible employees. Our 403B retirement plan helps you save for your retirement and includes an employer match to eligible employees. All employees have access to free financial planning sessions. We also offer an educational assistance program to support your education goals as well as an employer paid Employee Assistance Program.Pay is based on experience, skills and education. If position is part-time, salary will be pro-rated based on scheduled hours. The pay range may also vary within the stated range based on specialty if applicable. Non-Exempt positions may have shift differential and/or Overtime paid, if applicable.Hourly range: $20.00 - $26.50 Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.