Wake Forest University School of Medicine
Administrative Specialist, Gerontology
Wake Forest University School of Medicine, Winston Salem, North Carolina, United States, 27104
Job Description
Position Summary:
We are seeking a dedicated Administrative Specialist to support our faculty and clinical operations. This role combines traditional administrative responsibilities with specialized duties to ensure efficient and effective support for clinical operations.
Experience/Education:Experience in administrative roles within a clinical or academic setting is highly desirable.Associate's degree in a related field or equivalent education and/or experience preferred.Reports To:
Administrative ManagerEssential Functions:
Administrative Support:
Calendar and Meeting Coordination:
Efficiently manage faculty calendars and schedule conference rooms using the EMS system for various meetings.Travel and Reimbursement Processing:
Coordinate complex travel arrangements, including international travel, for faculty. Facilitate the processing of travel authorizations (TAs) and third-party travel forms and manage reimbursements in Concur.Document Management:
Maintain and regularly update faculty CVs, biosketches, and other essential documents, ensuring compliance with sponsor standards. Assist in the organization and creation of promotion packets.Grant Submission Assistance:
Collect COIs, biosketches, and other support documents for grant submissions and progress reports. Collaborate with the grants team to update effort allocations and other grant-related information.Clinical Specific Duties:
QGenda Schedule Management:
Manage and update QGenda for provider clinical activities, including template changes and out-of-office notifications. Ensure that schedules are free of conflicts between clinical, academic and leadership obligations.Coordination of Contractual Clinical Services Agreements: Serves as liaison between faculty and other departments/entities for scheduling clinical services provided under contract.Credentialing Support: Serves as a liaison with Medical Staff Services for the
credentialing of Gerontology and Palliative Medicine providers. Collaborate closely with faculty and APPs to compile and submit necessary forms, data, and signatures for re-credentialing, ensuring timely submission to meet deadlines.Clinical Meeting Coordination:
Organize and manage clinical meetings, ensuring all logistics are handled smoothly. Build agenda, in collaboration with the Section Chief and Vice Chief of Clinical Operations. Minute taking. Dissemination of minutes. Sending information to this group on behalf of faculty member/provider.Effort Monitoring and Compliance:
Assist with Conflict of Interest (COI) compliance and work with PIs and Grants Managers to monitor faculty effort.Key Responsibilities:
Serve as the primary contact for scheduling and administrative support for designated faculty.Manage the finalization of clinical holiday schedules.Prepare and maintain essential reports and documentation for clinical and faculty activities.Act as the team's expert in REDCap.Skills and Qualifications:
Excellent oral and written communication skills are necessary.Strong organizational and time-management skills are necessary.The ability to work independently and as part of a team, with a focus on customer satisfaction is necessary.Proficiency in Microsoft Office including Excel, Outlook, SharePoint, and Teams is preferred.Knowledge of clinical management software such as QGenda is preferred.Familiarity with institutional systems and procedures related to clinical operations is preferred.Desirable Attributes:
Proactivity:
Self-motivated with the ability to maintain confidentiality.Relationship Building:
Strong relationship-building skills, with the ability to interact effectively with medical staff and external departments.
About Us
Atrium Health Wake Forest Baptist is a pre-eminent academic health system based in Winston-Salem, North Carolina. Atrium Health Wake Forest Baptist is part of Advocate Health, which is headquartered in Charlotte, North Carolina, and is the fifth-largest nonprofit health system in the United States, created from the combination of Atrium Health and Advocate Aurora Health. Atrium Health Wake Forest Baptist's two main components are an integrated clinical system - anchored by Atrium Health Wake Forest Baptist Medical Center, an 885-bed tertiary-care hospital in Winston-Salem - that includes Brenner Children's Hospital, five community hospitals, more than 300 primary and specialty care locations and more than 2,700 physicians; and Wake Forest School of Medicine, the academic core of Atrium Health Enterprise and a recognized leader in experiential medical education and groundbreaking research that includes Wake Forest Innovations, a commercialization enterprise focused on advancing health care through new medical technologies and biomedical discovery.
Wake Forest Baptist Health, Wake Forest University School of Medicine and Atrium Health have joined forces in a strategic combination that will enhance care, transform medical education and create economic opportunity for countless lives in North Carolina and beyond. As a part of that combination, the two health systems will be integrating technology and platforms, including our career sites.
This means that although you are applying on the Wake Forest Baptist Health Career Site, you receive communications from the Atrium Health Recruitment Team. Please know that this is an expected process, and thanks in advance for your flexibility.
About the Team
Mission, Vision and Culture Commitments
Mission
To improve health, elevate hope and advance healing - for all.
Vision
To be the first and best choice for care.
Culture Commitments
We create a space where all Belong
We Work as One to make great things happen
We earn Trust in all we do
We Innovate to better the now and create the future
We drive for Excellence - always
Position Summary:
We are seeking a dedicated Administrative Specialist to support our faculty and clinical operations. This role combines traditional administrative responsibilities with specialized duties to ensure efficient and effective support for clinical operations.
Experience/Education:Experience in administrative roles within a clinical or academic setting is highly desirable.Associate's degree in a related field or equivalent education and/or experience preferred.Reports To:
Administrative ManagerEssential Functions:
Administrative Support:
Calendar and Meeting Coordination:
Efficiently manage faculty calendars and schedule conference rooms using the EMS system for various meetings.Travel and Reimbursement Processing:
Coordinate complex travel arrangements, including international travel, for faculty. Facilitate the processing of travel authorizations (TAs) and third-party travel forms and manage reimbursements in Concur.Document Management:
Maintain and regularly update faculty CVs, biosketches, and other essential documents, ensuring compliance with sponsor standards. Assist in the organization and creation of promotion packets.Grant Submission Assistance:
Collect COIs, biosketches, and other support documents for grant submissions and progress reports. Collaborate with the grants team to update effort allocations and other grant-related information.Clinical Specific Duties:
QGenda Schedule Management:
Manage and update QGenda for provider clinical activities, including template changes and out-of-office notifications. Ensure that schedules are free of conflicts between clinical, academic and leadership obligations.Coordination of Contractual Clinical Services Agreements: Serves as liaison between faculty and other departments/entities for scheduling clinical services provided under contract.Credentialing Support: Serves as a liaison with Medical Staff Services for the
credentialing of Gerontology and Palliative Medicine providers. Collaborate closely with faculty and APPs to compile and submit necessary forms, data, and signatures for re-credentialing, ensuring timely submission to meet deadlines.Clinical Meeting Coordination:
Organize and manage clinical meetings, ensuring all logistics are handled smoothly. Build agenda, in collaboration with the Section Chief and Vice Chief of Clinical Operations. Minute taking. Dissemination of minutes. Sending information to this group on behalf of faculty member/provider.Effort Monitoring and Compliance:
Assist with Conflict of Interest (COI) compliance and work with PIs and Grants Managers to monitor faculty effort.Key Responsibilities:
Serve as the primary contact for scheduling and administrative support for designated faculty.Manage the finalization of clinical holiday schedules.Prepare and maintain essential reports and documentation for clinical and faculty activities.Act as the team's expert in REDCap.Skills and Qualifications:
Excellent oral and written communication skills are necessary.Strong organizational and time-management skills are necessary.The ability to work independently and as part of a team, with a focus on customer satisfaction is necessary.Proficiency in Microsoft Office including Excel, Outlook, SharePoint, and Teams is preferred.Knowledge of clinical management software such as QGenda is preferred.Familiarity with institutional systems and procedures related to clinical operations is preferred.Desirable Attributes:
Proactivity:
Self-motivated with the ability to maintain confidentiality.Relationship Building:
Strong relationship-building skills, with the ability to interact effectively with medical staff and external departments.
About Us
Atrium Health Wake Forest Baptist is a pre-eminent academic health system based in Winston-Salem, North Carolina. Atrium Health Wake Forest Baptist is part of Advocate Health, which is headquartered in Charlotte, North Carolina, and is the fifth-largest nonprofit health system in the United States, created from the combination of Atrium Health and Advocate Aurora Health. Atrium Health Wake Forest Baptist's two main components are an integrated clinical system - anchored by Atrium Health Wake Forest Baptist Medical Center, an 885-bed tertiary-care hospital in Winston-Salem - that includes Brenner Children's Hospital, five community hospitals, more than 300 primary and specialty care locations and more than 2,700 physicians; and Wake Forest School of Medicine, the academic core of Atrium Health Enterprise and a recognized leader in experiential medical education and groundbreaking research that includes Wake Forest Innovations, a commercialization enterprise focused on advancing health care through new medical technologies and biomedical discovery.
Wake Forest Baptist Health, Wake Forest University School of Medicine and Atrium Health have joined forces in a strategic combination that will enhance care, transform medical education and create economic opportunity for countless lives in North Carolina and beyond. As a part of that combination, the two health systems will be integrating technology and platforms, including our career sites.
This means that although you are applying on the Wake Forest Baptist Health Career Site, you receive communications from the Atrium Health Recruitment Team. Please know that this is an expected process, and thanks in advance for your flexibility.
About the Team
Mission, Vision and Culture Commitments
Mission
To improve health, elevate hope and advance healing - for all.
Vision
To be the first and best choice for care.
Culture Commitments
We create a space where all Belong
We Work as One to make great things happen
We earn Trust in all we do
We Innovate to better the now and create the future
We drive for Excellence - always