Program Administrator - GIM

POSITION SUMMARY:

The Integrated Emergency Department Consult Team (ED-ACT) is an interdisciplinary team comprised of addiction attending physicians, advanced practice practitioners, social work staff, and a patient care coordinator.  The service provides consultation in the emergency department (ED) for patients with addictions and substance use problems.  The goal of the service is to increase the quality of care for patients with addictions and substance use disorders receive in the ED and improve discharge addiction treatment planning. The Program Administrator is an integral member of the ED-AC team and will ensure the service is fully staffed by MD/DO/PA/NP licensed independent providers by maintaining the service schedule and coordinating with all medical providers. The administrator will additionally be the point person for all administrative tasks including supply ordering for ED-ACT (both office supplies and supplies to provide to the patient), and coordinate with IT and billing to ensure all staff have access to the ED and EMR to allow for the service to bill for the work it completes.

Position: Program Administrator

Department: General Internal Medicine

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Calendar management including scheduling medical providers to ensure the consult service is full staffed
• Arranging travel for key program staff and submitting travel reimbursements
• Track income and expenditures from multiple inter-departmental accounts
• Schedule meetings with visitors and team visits at other sites
• Communicate with outside partners for scheduling events
• Collect, create, copy and fax programmatic materials as needed/requested
• Schedule team meetings with the medical providers, social worker, and patient care coordinator as requested
• Assist with team meetings (taking minutes, preparing handouts, arranging conference calls/zoom)
• Coordinate with Inpatient Addiction Consult Administrator to ensure non-duplicative efforts
• Coordinate with IT to ensure equipment (including ED WOW) is working and when repair is needed
• Coordinate with IT to ensure all team members have appropriate access to the EMR
• Coordinate with billing to ensure all ED-AC consults are appropriately being re-imbursed
• Participates in grant writing, grant reporting, and in the preparation of program summaries
• Assists in the preparation of abstract writing and presentations for national conferences
• Provides other administrative and special project assistance as required or assigned by Medical Director
• Adapts to changing departmental needs, including but not limited to, offering assistance to other team members, adjusting assignments, and other functions as determined by Medical Director
• Performs other duties assigned or as necessary.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

Bachelor’s Degree in related field is required or a combination of additional experience and training will be considered.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

NA

EXPERIENCE:

Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

KNOWLEDGE, SKILLS & ABILITIES (KSA):

• Highly organized and detail-oriented
• Self-motivated and committed
• Ability to work both independently and as part of a team
• Must be comfortable in a fast paced and dynamic work environment (sense of humor is valued).
• Empathetic attitude towards people suffering from substance use disorders as having a chronic health condition; positive attitude towards delivery of evidence/science-based care for people with substance use disorders and absence of a dogmatic inflexible approach to such patients/participants
• Ability to manage multiple tasks simultaneously, utilize time and resources efficiently and establish priorities and coordinate and complete competing demands within established timeframes
• Excellent English language skills to summarize and communicate orally and in writing moderately complex information in varied formats to internal and external customers.
• Cultural sensitivity and comfort with a wide range of racial and ethnic populations. Bicultural/Bilingual competency a plus.
• Computer literacy with ability to use standard word processing, spreadsheet programs and e-mail (i.e. MS Word, Excel, Outlook) and web browsers.

Equal Opportunity Employer/Disabled/Veterans