Administrative Assistant

Position Overview

The Administrative Assistant role offers advanced administrative and operational support to the Surgical Faculty and the Practice Administrator within the Kidney & Pancreas Transplant Program. The position requires exercising autonomous judgment to manage a combination of clinical, research, and academic priorities efficiently.

Key Responsibilities

• Effectively manage and prioritize the provider's academic and clinical calendars, ensuring a balance between institutional, research, educational, and administrative duties.
• Coordinate faculty meetings, research initiatives, and educational programming for the program.
• Prepare briefing materials, reports, presentations, and correspondence for institutional leadership and external stakeholders.
• Organize domestic and international travel and handle reimbursements according to institutional policies.
• Serve as the liaison amongst faculty, leadership, and external partners.
• Assist with provider recruitment, onboarding, and additional administrative projects as assigned.
• Lead the coordination and execution of the Columbia Transplant Initiative Grand Rounds Lecture Series, including managing speaker communications, accreditation compliance, scheduling, logistics, and event delivery.
• Manage outpatient and non-transplant surgical scheduling to optimize provider availability, patient access, and revenue.
• Resolve complex scheduling conflicts, patient access challenges, and operational workflow issues independently.
• Track preoperative clearance compliance and proactively intervene to reduce surgery cancellations and prevent revenue loss.
• Analyze clinical volume, referral trends, and scheduling metrics to propose operational enhancements.
• Implement process improvements to increase patient flow efficiency and regulatory compliance.
• Support division outreach efforts, including providing on-site reception coverage when necessary.
• Coordinate and clear financial aspects for diagnostic procedures and surgical appointments.
• Distribute office notes to referring providers.
• Assess referral requirements, prior authorizations, and insurance coverage to minimize financial risks and reduce claim denials.
• Collaborate with revenue cycle and billing teams to address reimbursement issues.
• Ensure compliance with institutional policies, Joint Commission standards, and payer requirements.
• Oversee documentation transmission to maintain regulatory and accreditation standards.

Qualifications and Requirements

• Possession of a bachelor's degree or an equivalent combination of education and professional experience.
• Intermediate to advanced proficiency in Microsoft Office applications and Adobe software.
• Familiarity and competency using technology and social media platforms.
• Strong interpersonal skills combined with effective written and oral communication abilities.

Additional Position Details

• Grade: 103
• Job Type: Officer of Administration (Regular, Full-Time)
• Work Hours: 35 hours per week
• Salary Range: $66,300 to $70,000 per year (final pay is dependent on experience, education, licenses, specialty, and additional factors)
• Equal Opportunity Employer emphasizing hiring qualified local residents.