Job Description

2601 E Roosevelt St, Phoenix, AZ 85008, USA Req #162
Tuesday, March 30, 2021

The Department Administrator serves as an executive assistant to the Department Chairman and Division Administrator, as well as an administrative leader and liaison on behalf of the department. The Department Administrator works with departmental leadership and management on the planning and implementation of polices and systems. He/she works cooperatively with institutional and organizational leadership and management to ensure provider and administrative staff are compliant with policies, department objectives and billing procedures. The Department Administrator is responsible for the day-to-day administrative operations of the department.

What You'll Do:

  • Provide oversight for ensuring monthly department schedules are completed and posted.
  • Serve as liaison for preparing and adhering to department policies and procedures, including billing, timesheets, time studies and department reports.
  • Prepare and coordinate all official department meetings, presentations and events including catering.
  • Collect, prepare and reconcile all provider timesheets for department bi-monthly payroll, submit to finance manager for processing, and process provider time-off requests.
  • Monitors, identifies and develops opportunities for improvement of department’s performance, more efficient use of time and reduced expenses.
  • Assist Division Administrator in monitoring expenses, supplies and expenditures for same, including reconciliation.
  • Serve as a liaison and assist as appropriate, all requests for facilities, IT, maintenance and evaluates best use of available resources and space.
  • Become familiar with all graduate medical education affairs hosted by department.
  • May serve as or assist with department CME coordination, to include annual renewal application for CME credit for M&M, Grand Rounds and Journal Club conferences, as well as selection / oversight of speaker and topic assignments and weekly record keeping / submission for CME accreditation.
  • Serve as liaison between DMG and VHMC for executive administration, as well as supporting Chair and Division Administrator in implementing policies and procedures.
  • Assist and serve as a liaison in DMG and VHMC credentialing process for new and established providers.
  • Responsible for Valleywise Health Foundation accounting, bank accounts, and annual reports to chair.
  • Responsible for scheduling, calendar and communications for department Chair and Division Administrator as appropriate.
  • Assists department Chair in matters related to services provided by department providers. Coordinate these services with administrative and provider personnel as appropriate.
  • Responsible for special projects under the direction of department Chair and/or Division Administrator.
  • Serves as liaison and produces reports for department Chair and / or Division Administrator as assigned and/or requested.
  • Manage / oversee department administrative assistants / coordinators and surgery coordinators, including hiring, mentoring, development and evaluation, performance reviews, position growth and termination as required, time-off and schedule approvals / oversight and ensuring adherence to department deadlines and performance expectations.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be interpreted an exhaustive list of all responsibilities, and duties required of employees assigned to this job.

What You Will Bring to the Role
Required Knowledge/Skills/Abilities:

  • Strong time management, human resource and organizational skills.
  • Effective communicator with a team player attitude and strong interpersonal skills.
  • Skillful problem solver and critical thinker.
  • Able to compose reports, minutes and memorandums.
  • Able to communicate and set priorities in a team setting.
  • Strong personal and professional integrity and the ability to maintain confidentiality.
  • Detail oriented.
  • Typing 40 wpm
  • Proficient in MS Office Suite
  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or federal, state and local standards.
  • Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
Education or Equivalency
  • High School diploma or equivalent.
  • Bachelor's degree preferred


Experience Requirements:

  • 5 years' experience in progressively responsible administrative positions with management/supervisory experience.
  • Health care and/or medical background preferred.


Other Requirements:

  • Valid Driver’s License
  • Clean Motor Vehicle Record
  • Vehicle Insurance Coverage

o  $25,000 bodily injury per person

o  $50,000 bodily injury per accident

o  $15,000 property damage liability


Physical Mental Demands:

  • Must be able to handle multiple projects with priority.
  • Must be able to lift up to 20 pounds.
  • Must be able to use hands or other device to type.
  • No or very limited physical risk.
  • May oversee the scheduling, assignments, and daily workflow of the subordinate support staff of the department.

FTE Status/Scheduled Hours of Work:

  • This is a full-time position, Monday through Friday. Occasional evening and weekend work may be required and/or hours may be shortened as job duties demand.


Environmental Working Conditions

  • Normal office environment.
  • Some travel may be involved.

Other details

  • Pay Type Hourly
  • Required Education High School
  • Job Start Date Tuesday, March 30, 2021

Application Instructions

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