Administrative Coordinator- Anesthesiology

1. GENERAL SUMMARY

This position is responsible for supporting a variety of administrative and operational functions within the Department of Anesthesiology at the Baltimore Washington Medical Center Division. The role provides support through program coordination, report preparation, and tracking various programs and process, while ensuring compliance with institutional policies, procedures, and regulatory requirements. Responsibilities include, but are not limited to, coordinating assigned Medical Staff Office activities, supporting quality programing, and assisting with the administrative management of academic programs such as residency, fellowship, or other training programs. The position will support division in scheduling and preparing meetings. Local oversight for Departmental Information Technology processes, inventory assignment and tracking, and needs assessments. This position also assists with onboarding and offboarding processes for clinicians, provides guidance and problem-solving support for staff and trainees, and helps interpret policies as needed. Additional responsibilities include maintaining departmental records, supporting website management, coordinating office supply ordering, assisting with HR-related processes and required training, and providing general administrative support to leadership. This position may also perform back-up support functions and complete other duties as assigned to ensure efficient departmental operations This Position will support the Anesthesia Division Chief at Baltimore Washington Medical Center

1. ESSENTIAL FUNCTIONS


2. Provides administrative coordination and support for the overall department in various areas, such as CME conferences coordination (inclusive of the travel and reimbursement process for Visiting Professor/Grand Rounds speakers), oversight of visiting trauma rotators, back-up support for one or more residency programs, administrative support for department leadership, faculty and non-ACGME fellows, etc.


3. Receives and screens telephone calls and visitors in a friendly courteous, professional manner. Avoids putting callers on hold unnecessarily and returns to holding calls quickly. Takes legible, accurate and complete information. Independently handles procedural and substantive matters and

inquiries which do not require technical knowledge or refers callers to others as appropriate. Takes necessary measures to ensure the intended received is notified promptly and provided the necessary information to address the callers’ needs. Documents calls and resolutions as appropriate and/or designated to process improvement purposes.

1. Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping. Schedules meetings and coordinates meeting space ensuring that supervisor has required materials to meeting. Consistently aware of supervisor’s schedule to assist in timeliness.


2. Assists in preparing and administering department budget by updating accounts, and running periodic reports. Submits all invoices through Doc-Link for payment.


3. Acts as intermediary for supervisor, interacting with officials, staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues. Anticipates supervisor’s course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.


4. Responsible for the physical environment, consistently insures professional appearance of office. Provides guidance and instruction to other office support staff.


5. Maintains department staff records. Tracks various training for staff. Schedules appropriate trainings based on job titles as directed.


6. Completes mandatory employee health, workers compensation, HR processes and other training and requirements in required time frame to ensure compliance with all FPI rules and regulations.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties as assigned. Specific duties and responsibilities may vary based upon departmental needs.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree from a four-year university or equivalent combination of education and experience


• Three to five years of administration of a program, preferably in higher education or healthcare setting


• Accurate typing and data entry skills


• Excellent organization and communication (oral and written) skills


• Demonstrated proficiency of Microsoft Office Suite and software used by the department

Total Rewards
The referenced base salary range represents the low and high end of University of Maryland’s Faculty Physician’s Inc. salary range for this position. Some candidates will not be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, internal equity, responsibility factor and span of control, education/training and other qualifications.  University of Maryland Faculty Physician’s Inc. offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://www.umfpi.org/jobs/summary-employee-benefits.