Division Coordinator-Ophthalmology and Dentistry

The Division Coordinator assists leaders by providing administrative support within the Divisions of Dentistry and Ophthalmology in Delaware Valley. Handles situations requiring knowledge of the overall function of responsibility, the overall organization’s mission, structure, and culture. Acts as central point of contract for other departmental associates on departmental activities. Responds to inquiries and represents the Divisions’ leaders in dealing with both internal customers as well as external contacts. Typical duties may include maintenance of budget records, setting up meetings with agendas, preparation of correspondence, etc. May be assigned special projects.

Essential Functions: 

1. Guide and process all aspects of the clinical and administrative schedules of the providers within the assigned divisions. This includes but is not limited to:

• Building templates in the EPIC system and submitting to the enterprise templating team

• Completing and submitting call schedules for providers

• Submitting clinic cancellations, both planned and unplanned

• Coordinating surgical schedules with outlook schedules

• Supporting ROP program by tracking and scheduling patients

• Coordinating academic schedules for providers and trainees. 

• Maintain all trainee record databases, including but not limited to, New Innovations, National Match Service, and SharePoint.

2. Manage administrative leader’s schedules with consideration to priorities and time efficiency.

3. Handle incoming calls with courtesy, provide assistance and information as needed, page physicians as appropriate for provider-to-provider line.

4. Coordinate business travel and process reimbursements including airline reservations, hotels, auto rentals and conference registrations for providers.

5. Assist with new provider onboarding, submitting tickets, planning orientation schedules, and ensuring all prerequisites are completed prior to start.

6. Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.

Requirements: 

High School diploma

Minimum 3 years of job-related experience required