Job Summary: Under general direction of the assigned Physician Leader, the incumbent provides administrative, operational and organizational services primarily to the Division of Pulmonary/ Critical Care and currently to the Division of Neurology as well Prepares and implements a variety of studies and inquires and coordinates the functioning of the ICU services at 3 different hospitals. Coordinates staffing needs for these ICUs including 25 subspecialists positions and creates records, statistics, and reports regarding operations, staff changes, etc. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May screen and interview job applicants and orient new employees. Performs other duties as assigned.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Instrumental in Coordinating staffing, scheduling and ongoing support for 3 ICUs (Highland, San Leandro and Alameda Campuses) including recruiting, onboarding and supporting 25 subspecialist physicians. Maintains all communications vital to Critical Care Services with physicians, Executive staff, nursing, and respiratory therapy.

2. Assists with development of research projects, manuscripts preparation, hospital, regional and national presentations including power points, handouts, CVs, editing and ongoing communications and follow up with peer review journals and submissions.

3. Compiles a variety of narrative and statistical reports and/or publications, researching sources of information, devising and archiving forms to secure data, and determining proper format for finished reports; research and establish proper procedures requested by publisher for publication submittal.

4. Creation and conversion of Multiple Division Syllabi. to electronic versions; maintain the divisions”syllabi.

5. Researches, coordinates and prepares the collection of articles for the division's syllabus including preparation and maintenance of the electronic format, distribution monthly to trainees at all levels on the division's rotation and updating and revising annually.

6. Coordinates develops and administers correspondence, attendance minutes, agendas and action items for assigned Divisions and Division committees Independently maintains updated policy, procotocls and procedures, attendance, handouts, corresponding documentation for all divisional committees in accordance with and subject to Joint Commission Review.

7. Coordinating and maintains multiple physician and administrative calendars, advising physicians and administration of appointments, direct communication with physicians and administration, , preparing memos, notices and agendas.

8. Coordinates purchasing activities for Division. Reviews and submits requisitions for completeness and accuracy following up on reimbursements as needed confirming all requisitions and special orders. Performs office administrative tasks, maintain inventory of supplies and forms, equipment maintenance, all aspects of data collections and filing, and updates internal procedures and forms according to AHS regulations. Coordinates and maintains all Attending and weekend Attending coverage and schedules. This involves processing, expediting and credentialing of new staff, coordinating and expediting clearance for employee health process, parking, and facility and IT access. Assist physicians with any timekeeping issues or submissions. Coordinates physician availability for all requested and required meetings as well as coordinates and finalizes division Attending, - division weekend, Fellowship schedules. Responsible for updates and distribution within AHS and its Communications Department and maintains AMION website for assigned division.

9. Create and update website of assigned divisions, including photos, bios and fellowship information;

10. Administers or coordinates the administration of personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.

11. Interprets and applies a variety of policies, rules, and regulations; provides information which may require tact and judgement to employees and others.

12. Maintains accurate records and files related to work performed.

13. May supervise the work of junior staff.

14. Performs such administrative tasks as modifying policies and procedures, acting as the office automation administrator, and coordinating activities of the unit with those other departments.

15. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations.

16 Plans, oversees, reviews and personally performs a variety of administrative services in support of division, department of agency activities and functions.

17. Represents the division, department of agency and acts as liaison with other departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces.

18. Informs and facilities changes in department and hospital policy and procedures for ACGME, JACHO and other national standards to fellows and faculty.

19. Maintains and tracts California licensing and hospital requirements for division Attendings.

20. Prepares and compiles reports from various information systems and databases regarding complex, sensitive and confidential information to implement change for administrative concerns, policies, procedures, functions and operations.

21. Provide all phases of clerical support to various committees and its members, Division Chief and attendings.

22. Works as AHS Fellowship Coordinator. This involves: scheduling and coordinating Fellowship interviews and calendar of events for the fellowship program, orientation and credentialing for fellows, coordination of monthly schedule for AHS rotations, compilation and tracking of evaluations forms monthly assuring completion of evaluations by attending as needed, troubleshooting administrative concerns for fellows during their rotations.

Qualifications:

Education: Bachelor's degree and major coursework in business preferred.

Minimum Experience: Five years of administrative experience in a healthcare environment.