Administrative Coordinator
Requisition # 2023-17660
Date Posted 12 hours ago(8/23/2023 11:27 AM)
Department
Health Services
Category
Administrative Support
Job Type
Full-Time
Overview
The Administrative Coordinator (hereafter “AC”) represents the Medical
Director as a critical liaison to all units of UHS. The AC also interacts with
all staff members within Medical Services, other service lines within UHS, and
key campus partners of UHS—including the Office of the Vice President for
Campus Life and all Campus Life Divisions, Office of Communications,
Environmental Health and Safety, Human Resources, Office of Finance and
Treasury, Office of the Executive Vice President, Office of the Provost, and
Office of the Dean of Faculty.
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 level. This individual acts as an
“extension” of the Medical Director for purposes of communication; as liaison
to others within and external to UHS on behalf of the Medical Director as a
source of background information and knowledge; as facilitator of projects for
the Medical Director, as key support for special projects across Medical
Services; as facilitator for key administrative and strategic meetings; and as
analyst of confidential administrative, clinical, and research data.
As a member of the UHS staff, your job may be deemed “essential” as defined
by University and UHS policy. Please ask you supervisor for additional
information.
Responsibilities
Administrative Management (50%)
Planning and Organizing
Manages the non-clinical calendar of the DMS and ADMS, and coordinates
these with Medicat Clinical Calendar; decides and prioritizes on a daily
basis which demands should be met, which cannot be met, and which should
be presented for decision
Plans, schedules, and coordinates Medical Services meetings and events
Tracks ongoing projects for the DMS and ensures their completion
Develops and maintains a project management system for Medical Services to
track key deliverables
Directs inquiries to appropriate respondent from across Medical Services,
UHS, and/or University
Collects and prepares appropriate briefing materials for the DMS.
Initiates follow-up meetings and ensures that appropriate follow-up
actions are taken
Manages the acquisition, collection, and archiving of project data, as
well as the production and dissemination of materials developed by the
DMS.
Serves as secretary to Medical Service meetings as needed
Represents the DMS in internal planning meetings and with other groups
upon request
Technical and Creative Support (20%)
Develops presentations and reports for the Medical Director
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
Communications (10%)
Independently researches, develops, and drafts letters, memos, or reports
to communicate decisions, ideas, and agendas for multiple and various
purposes
Coordinates website materials in collaboration with HPPS, and direct
student contact resources in collaboration with Health Prevention and
Promotion Services.
Oversees Medical Services online presence
Financial Management (20%)
Prepares and tracks the OPMS spending plan. Yearly assessment of and
forecasting for operational expenditures for upcoming fiscal year. Engages
in frequent collaboration with UHS Finance Department depending on task
(annual review of available FTEs as it relates to the departmental salary
budget and vacancy dollars, ad hoc purchasing and procurement of medical
equipment and other large unexpected purchases during the fiscal year,
proper coding and chart strings for expenses incurred within the
department, etc)
Processes travel vouchers and reimbursements for ADMS and DMS
Reconciles DMS and ADMS credit card transactions
Performs other duties as assigned
Qualifications
ESSENTIAL QUALIFICATIONS
Bachelor's degree required
3 to 5 years of progressively responsible, relevant experience
Be 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
and/or willing to attend UHS-based Quality Improvement basic training
within first 6-months of hire.
Respects the cultures and identities of others. Demonstrates curiosity and
open mindset regarding those of different identities and cultures.
Demonstrates a commitment to diversity, equity, and inclusion.
PREFERRED QUALIFICATIONS
Experience working in an integrated healthcare environment
Familiarity with total work systems (such as the Institute for Healthcare
Improvement, Accreditation Association for Ambulatory Health Care, and
Baldrige National Quality Program); and reviewing and analyzing data.
Familiarity with electronic health records systems, preferably Medicat
Familiarity with visual, graphic, and or video design programs
Training in health equity and other diversity and inclusion topics
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. KNOW YOUR RIGHTS
Standard Weekly Hours
36.25
Eligible for Overtime
No
Benefits Eligible
Yes
Probationary Period
180 days
Essential Services Personnel (see policy for detail)
No
Physical Capacity Exam Required
No
Valid Driver's License Required
No
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