Requisition # 2017-7125
Department Health Services
Category Administrative Support
Date Posted 1/27/2017
Full-Time / Part-Time Full-Time
Application Deadline ..

Overview

The Administrator, Medical Services serves as the representative of the Medical Director's office (including the Associate Director, Medical Services (ADMS)) and as a critical liaison to all units of UHS. The Administrator interacts regularly with key partners of the Medical Service—including the Office of the Vice President for Campus Life and all Campus Life Divisions, Office of Communications, Environmental Health and Safety, and Human Resources.

This position is an essential, highly responsible and accountable “staff” position that requires the individual to initiate work and act independently; anticipate needs and be proactive; and assess and respond to both routine and urgent situations (frequently involving senior administrators, faculty, parents, or students) at a sophisticated and advanced level. This individual acts as an “extension” of the UHS' Medical Director (DMS) and ADMS for purposes of communication and frequently serves as the office's public face; as liaison to others within and external to UHS on behalf of the Medical Director's Office; as a source of background information and knowledge; as coordinator of projects for the DMS and ADMS; as facilitator for key administrative and strategic meetings; and as analyst of confidential administrative, clinical, and research data.



University Health Services, Medical Services



Responsibilities





Clinical Staff Scheduling (20%)

• Creates the planning framework, incorporating approved time off, administrative meetings and CE time, for the daily clinical and on call staffing schedules for all medical practitioners (MDs, NPs/PA, and RNs). This information is then used by the CSRs to populate the scheduling component of UHS' practice management system, Medicat.

Human Resource Management Related Duties (20%)

• Works closely with hiring manager in coordinating the search process for vacant clinician positions in medical services, both regular and per diem positions. This includes arranging for positions to be posted, working with staffing specialist in HR to identify candidates to interview, arranging the itinerary for the applicant and the interviewing committee; making reservations as needed, ensuring interviewers have relevant materials when interviewing, scheduling search advisory committee meetings, and communicating with applicants
• Coordinates orientation and on-boarding of new staff within medical services
• Manages clinician vacation requests by providing timely and accurate information to DMS or ADMS to determine if time-off can be granted to clinicians while ensuring appropriate clinical coverage
• Approves per diems time in Time Collection and tracks hours to be reported to Administration for short term professionals
• Oversees the attendance records for all employees that report through to the DMS
• Tracks continuing education (CE) time, registration and expenses for all clinicians reporting through to the DMS
• Processes travel reimbursement forms; VISA payments, and reconciles them in Concur for the DMS and ADMS

Planning and Organizing (15%)

• Develops and maintains a project management system for the office to track key deliverables to the DMS from direct reports and others
• Manages the calendars of the DMS and ADMS and decides and prioritizes on a daily basis which demands should be met, which cannot be met, and which should be presented for decision
• Tracks ongoing projects for the Medical Director's office and ensures their completion
• Coordinates work with service areas and administrative staff to accomplish organization-wide goals
• Plans, schedules, and coordinates Medical Services' meetings and events
• Plans, schedules, and coordinates meetings with other University offices and off-campus partners
• Creates, drafts, implements, and improves processes and procedures for the efficient and effective use of resources within the Medical Director's office

Technical and Creative Support (15%)

• Develops presentations and reports for the office for delivery to multiple audiences
• Collates, tabulates, analyzes data and portrays it in tabular and graphical form; creates spreadsheets in Excel, presentations in PowerPoint and uses Microsoft Publisher to create professional documents and materials
• Creates and modifies presentations, spreadsheets, and other documents as needed
• Assists in developing ad hoc reports and conducting special projects as needed

Information Administration (10%)

• Directs inquiries to appropriate respondent from across UHS and/or University
• Collects and prepares appropriate briefing materials for the DMS and ADMS. Initiates follow-up meetings and ensures that appropriate follow-up actions are taken
• Manages the acquisition, collection, and archiving of materials, as well as the production and dissemination of materials developed by the Medical Director's office
• Serves as secretary to Medical Services' meetings and other meetings as needed
• Represents the Medical Director's office in internal (UHS) administrative planning meetings, and with other groups upon request

Communications (10%)

• Independently researches, develops, and drafts letters, memos, or reports to communicate decisions, ideas, and agendas for multiple and various purposes
• Assimilates and composes materials for use in a variety of settings (i.e., books, publications, research materials, websites, etc.)
• Drafts and edits documents and presentations to incorporate the styles of the DMS and/or ADMS

Financial Management (10%)

• Manages the budget of the Medical Director's office
• Performs all travel planning for the office; processes travel vouchers and reimbursements
• Reconciles credit card transactions
• Facilitates purchasing and procurement transactions

Qualifications

Essential

• College Degree or equivalent experience
• 5 plus years of progressively responsible, relevant experience
• Advanced proficiency in software applications (Microsoft Word, Microsoft Excel, Microsoft Outlook, PowerPoint, SharePoint)
• Strong written and verbal communication skills
• Experience with budgets and reconciling travel and expense reports
• Ability to manage multiple priorities in a fast paced, changing environment.
• Excellent organizational and time management skills
• Demonstrates persistence and skill in gathering information

Preferred

• Knowledge of and experience with Electronic Health Records
• Experience working in a healthcare setting
• Familiary with Concur
• Knowledgeable in principles and methodologies (e.g., Plan-Do-Study-Act, Root Cause Analysis, measurement, data collection, and analysis) needed to support and lead Quality Improvement projects and activities, or, alternatively, willing to attend UHS-based Quality Improvement basic training within first 6-months of hire.
• Master's degree in business, health care administration, communications, or a related field. Familiarity with total work systems (such as the Institute for Healthcare Improvement, Accreditation Association for Ambulatory Health Care, and Baldrige National Quality Program); and with reviewing and analyzing data

The final candidate will be required to pass a background check successfully.





Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW





Salary Grade

ADM, 030

Standard Weekly Hours

36.25

Work Schedule, If Other Than Standard Hours

Essential

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

Yes

Physical Capacity Exam Required

No



Connect With Us!

Join our Talent Network to receive updates about working at Princeton.

Princeton University requires all candidates to complete a background check successfully prior to the start of employment. The type and extent of background checks may vary depending on job requirements and/or functions.

If you have questions or comments regarding the iCIMS Privacy Policy or iCIMS FAQs, please contact accounts@icims.com.

Go to our careers site.

PI97238411

Apply Here