Job Summary

Under the supervision of the Business Manager, incumbent will provide administrative support to the Department Head, faculty, and Business Office of the Department of Family Medicine. Incumbent will be responsible for adhering to all relevant rules, regulations, and procedures as they relate to the administrative operations of the Department of Family Medicine.

Job Description

Provide administrative support for the Department Head, Business Manager and department faculty including, but not limited to: prepare correspondence; maintain Department Head’s calendar; schedule meetings; coordinate travel arrangements and handle all prior approval and reimbursement requests; meeting minutes, slide presentations, and reports for Department Head and department faculty using computer programs including, but not limited to, Excel, Word, and Power Point; access electronic files, edit documents; manage correspondence; maintain and update files related to departmental matters; create and maintain databases for departmental data as requested. Coordinate and assist the Department Head and Faculty with annual reviews. Responsible for receiving and distributing payroll checks and W2 forms from the central payroll office.

Provide administrative support to the Business Office including, but not limited to: handle departmental mail; handle purchasing requests; prepare correspondence and reports. Maintain and update information on department website. Interface with departments within the Health Sciences Center and School on all appropriate administrative matters as directed by the Business Manager. Working in conjunction with the Business Manager, arrange and assist faculty in obtaining and renewing medical staff privileges and credentials. Maintain updated licenses and certificates for faculty. Maintain immunization logs and necessary tracking for faculty. Special projects as requested.

Coordinate departmental lectures, CME conferences, and other events, including postings through official university channels and making all necessary arrangements. Personally contact (and coordinate all arrangements for) Visiting Professors, faculty applicants, and special guests including, but not limited to, scheduling presenters, planning itineraries, making travel arrangements, and handling expense reimbursements all within the regulations of the University.

Assist with administrative support for the Primary Care Program, Rural Track and AHEC grant as requested.

Requirements:
Bachelor's degree and two years work experience. Master’s degree can substitute for two years of work experience.