Division Coordinator-Administration OB GYN

The Division Coordinator assists leaders by providing administrative support physicians in the Institute for Maternal Fetal Health, including the Chief of Obstetrics and Maternal Fetal Medicine Fetal Interventionalists. The primary function of a Division Coordinator is to enable clinical and operational leaders to function efficiently by coordinating complex, cross‑disciplinary activities and supporting program growth.

Acts as central point of contact for other departmental associates on departmental activities. Responds to inquiries and represents the leader in dealing with both internal customers as well as external contacts. Typical duties may include keeping the department and leadership organized, maintenance of budget records, setting up meetings with agendas, preparation of correspondence, submitting expense reimbursements, etc. May be assigned special projects.

Essential Functions: 

1. Guide and process all aspects of the clinical schedules of the providers within the assigned divisions. This includes but is not limited to:

   • Completing and submitting call schedules for providers

   • Coordinating surgical schedules with outlook schedules

   • Maintain latest schedule in Qgenda up to date.

   • Collaborate with Perinatal Access Representative team on master templates and clinic closures as needed.

2. Manage schedules with consideration to priorities and time efficiency.

3. Handle incoming calls and email requests with courtesy, provide assistance and information as needed.

4. Coordinate business travel including airline reservations, hotels, auto rentals and conference registrations for providers.

5. Proficient in Microsoft products. Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.

6. Assist with training, onboarding and credentialing duties.
7. Additional miscellaneous duties and responsibilities as assigned by manager.

8. All other duties as assigned, but not limited to: 

   • Calendar management 

   • Planning and scheduling of divisional meetings.  

   • Assume responsibility for surveys for faculty academic tracking.

   • Compile data as it relates to adhoc reports regarding divisional and/or programmatic operations. 

   • Aggregate biannual departmental Gallup Survey responses.

   • Provide support and coverage for other Divisional Coordinators or Executive Team Coordinators as needed.

    

Job Requirements: 

High school diploma

1-3 years of job related experience required.

Epic experience preferred.