Executive Assistant-Orthopedics

Wilmington, Delaware, Nemours is seeking an Executive Assistant to support our Orthopedics department in Wilmington, DE. Primary Functions: This position is responsible for providing direct administrative and patient care coordination support to the Chairman of the Department of Orthopaedic Surgery. This position will also provide administrative support to the Assistant Vice President of Orthopaedics. The person in this position will display exceptional strengths in office organization, administration, and communication, as well as the necessary skills to coordinate multi-faceted activities, projects, and representation. Handles a wide variety of situations requiring knowledge of the overall functions of the Chairman’s areas of responsibility, the overall organization’s mission, vision, and values, as well as tact and strict confidentiality with regard to patient and administrative information. Essential Functions: Manages calendar of Chairman and AVP, requiring knowledge of organizational priorities and schedules of all involved. Sets up meetings, including agendas, requiring a knowledge of the purpose of the meetings, organizational priorities, and confidentiality. Compiles meeting materials and records meeting minutes. Prepares correspondence for the Chairman’s signature, as well as for activities representing the department, for both internal distribution and external contacts. Prepares reports and PowerPoint presentations for the Chairman, AVP, and others.

Coordinate scheduling of patient care activities; including coordinating surgical date with physician(s) and patient family, hospital admissions, and other ancillary healthcare services including, coordinating pre/post operative appointments, and direct communication with OR. Represents the Chairman in dealing with both internal Nemours customers and external contacts. Answers questions and handles problems independently and proactively solves/refers problems that occur as part of daily activity. Keeps Chairman informed about issues. Coordinate physician travel and prepare travel reimbursement forms. Maintains records for Chairman such as travel records; curriculum vitae; physician activity report; Continuing Medical Education credits (CME); departmental activities; and confidential reports. Prepares expense reports for travel and meetings. Answers incoming calls to the Chairman’s office including internal and external calls and patient phone calls on the Ortho line and handle matters independently and/or triage to appropriate parties (APN/Physician Assistant/ATC). Create letters of medical necessity for medical equipment and supplies, as well as letters/correspondence pertaining to surgery, school, therapy, home care, etc. Coordinate Chairman’s clinics, including monitoring clinic schedules, tracking appropriate patients scheduled, checking for overbooks and potential obstacles to clinic flow.

Maintain physician time away – submit time away and clinic cancellation requests. Process and maintain physician licensure, professional memberships, and medical society dues. Obtain insurance company authorizations for external MRI, CT scans, ultrasound, etc. Provide back-up for scheduling line – schedule, modify, and cancel patient appointments. Performs other duties as assigned. Job Requirements: Associates Degree required 5 years of previous experience supporting executive level management required; within a health system preferred Excellent customer service, time management and organizational skills Travel required based on need Flexibility to adapt schedule to support ever changing work demands Strong proficiency in Microsoft Office programs and Outlook.

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