Administrative Coordinator at Westchester Medical Center – Valhalla, New York

Job Summary: The Administrative Coordinator serves as the first point of contact for the department to internal and external personnel and institutions. In this role the incumbent will provide administrative support to the Vice President and Senior Director of the Center for Advanced Practice (CAP), as well as the divisional leadership, in support of programmatic initiatives, daily activities, and professional development for Advanced Practice Providers (APPs).

Responsibilities:

• Coordinate and/or arrange CAP meetings, conference calls, travel schedule and schedule interviews.
• Act as liaison between Center for Advanced Practice and external entities.
• Work with CAP leadership to monitor APP productivity, clinical hours, and patient volumes
• Work alongside CAP leadership with APP integration within new clinical service lines or pilot programs.
• Serve as the point of contact for CAP department leadership and administration
• Collaborate with CAP leadership and HR on recruitment and employee relations issues.
• Support justification for new APP positions or expansion of role.
• Support onboarding and orientation for new APPs.
• Coordinate APP CME opportunities and tracking.
• Lead or assist in special projects pertinent to APPs (e.g. EMR optimization, workflow redesign, new clinical models of care).
• Collect and process APP reimbursements for licenses, conferences, memberships etc.: “Travel and Expense Reimbursement Form” needs to be filled out and sent to APP leadership.
• Coordinate professional celebratory week events.
• Facilitate the credentialing and privileging process for new hires and monitor licensure and other pertinent work-related certifications.
• Maintain accurate rosters of APPs, inclusive of schedules and contact lists.
• Prepare reports on staffing, performance, and clinical metrics.
• Participate in departmental meetings and represent APP interests.
• Ensure departmental compliance with institutional policies.
• Support student rotations and mentorship initiatives.
• Promote participation in professional organizations, locally and nationally.
• Maintain calendars and meetings for senior leadership in the department as needed to create a manageable schedule.
• Prepare PowerPoint presentations, word documents, mail merge and excel spreadsheets as requested.
• Facilitate ordering and ticket placement (i.e. facilities, IT, purchasing, etc.) as needed for the department.
• Create/print additional reports as needed by leadership team.
• Manages timekeeping duties for the department

• Performs word processing; creates Excel spreadsheets and PowerPoint presentations; prepares reports.
• Prioritizes and manages multiple projects simultaneously; solicits, researches, and compiles supporting materials for projects; follows through on issues in a timely manner.
• Exhibits excellent interpersonal skills; provides customer service; assists other support staff as necessary; collaborates with all levels of internal leadership, management, and staff as well as outside clients, vendors, and other external parties.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

Qualifications/Requirements:

Experience:

• 2 years of administrative experience or equivalent combination of experience and education, required

Education:

• High school or GED, required
• Bachelor’s degree, preferred

Licenses / Certifications: N/A

Other:

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Records maintenance skills. Information research skills
• Database management skills
• Word processing and/or data entry skills
• Organizing and coordinating skills