CO Sr. Medical Office Coordinator
We are seeking A CO Sr. Medical Office Coordinator provides high-level administrative support to the Division Medical Director, the Clinic Manager, the Fellowship program, staff, and associated research labs.
Specific Duties & Responsibilities
- Acts in direct response for the Division Medical Director.
- Interprets operating policies of the University.
- Coordinates and arranges complex calendaring by planning and scheduling meetings, depositions, court appearances, speaking engagements and attendance at local, national and international meetings.
- Manages all travel arrangements for the Medical Director and fellows. Handles communications with conference organizers, prepare itineraries, conference registration, travel and hotel arrangements, and expense reports for reimbursements.
- Coordinates Medical Director’s daily, weekly, monthly, and yearly calendars. Exercises independent judgement to rank and prioritize.
- Prepares agendas for internal meetings, prepares and distributes the minutes.
- Coordinates reimbursement from university funds for eligible business-related expenses
- Manages transcription process, composes and distributes correspondence, e-mail and manages, organizes and maintains confidential files.
- Plans events such as invited speakers, seminars, outreach events, and research symposiums.
- Assists with coordination of faculty, fellow and staff activities and seminars.
- Works closely with other program coordinators in regards to nursing conference, Day of Learning, and Development.
- Proofreads communications to ensure accuracy and appropriateness.
- Drafts and prepares office communication for signature as well edit confidential and sensitive information.
- Drafts letters of recommendation and letters of support for Division Director – edits all letters requiring Director’s signature.
- Coordinates media issues with the Director of Public Affairs, coordinate, supports the development of journal publications and assists with preparation of manuscripts.
- Communicates with CME office regarding course organization and content.
- As Fellowship Coordinator, plays integral part in communication with candidates as well as other coordinators to implement the onboarding and outboarding of matched Fellows.
- Assists with ongoing development of the Fellowship program.
- Prepares and updates bio-sketches and CV’s.
- Ensures all physician licensures are current.
- Using SAP, orders office and laboratory supplies as directed and processes invoices for payment and check or travel request for reimbursement.
- Assists with purchase of materials and supplies for research laboratory.
- Assists with conferences and workshops.
- Works with Credentialing office to ensure new faculty recruits are on-boarded timely and accurately.
- Uses various software applications such as spreadsheets and databases to assemble and format data for distribution.
- Performs other duties as needed.
Minimum Qualifications
- HS Diploma or GED.
- Three years related experience.
Preferred Qualifications
- Bachelor’s Degree.
- Knowledge of medical terminology and medical insurance requirements.
Classified Title: Sr. Medical Office Coordinator
Job Posting Title (Working Title): CO Sr. Medical Office Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($26.63/hour targeted; Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:00 am - 4:30 pm
Exempt Status: Non-Exempt
Location: School of Medicine - East Baltimore Campus
Department name: 10003003-SOM Oph Retina Service
Personnel area: School of Medicine