Position Summary: We have an exciting opportunity to join our team as an Administrative Coordinator.
In this role, the successful candidate coordinates and supports administrative activities for all clinical therapy units, locations, and leadership ensuring efficient administrative operations.
Coordinates the day-to-day activities of the Left Ventricular Assist Device (LVAD) program and Heart Failure program including but not limited to supply/inventory/equipment management, outpatient appointment coordination, ancillary testing coordination, primary cardiology care coordination, and insurance authorizations.
Develops policies, procedures and systems which ensure productive and efficient administrative operations. Coordinates the efforts of the program and acts as the liaison between hospital billing, hospital coding, hospital regulatory and supply chain and the Director of Strategic Areas.
Coordinates administrative efforts and communications for the LVAD program and designated heart transplant centers as required by clinical members of the LVAD program.
Supports the Director of Strategic Areas in problem solving and project planning/coordination to ensure efficient service and organization of the LVAD and Heart Failure Programs.
Assists in the development and execution of stated goals and objectives, and serves as a primary point of contact for all administrative issues affecting the LVAD and Heart Failure programs.
Acts as liaison for all clinical therapy offices/divisions, individuals, external institutions and agencies interacting with the LVAD and Heart Failure programs.
Maintains schedules/calendars, screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate. Organizes and facilitates meetings, conferences, and other special events, as required, including identifying needed resources and arranging for required support (i.e. Technical, A/V, etc) for meetings and events.
Prepares a variety of communications, reports, charts, written documents, etc detailing the findings which may be highly sensitive and confidential in nature. Reviews findings with the Director of Strategic Areas and LVAD Clinical Coordinator(s).
Assists with all efforts to ensure constant Joint Commission specialty certification status including, but not limited to, ensuring Joint Commission required VAD-specific discharge documentation is drafted and dispatched to third parties, coordinating the collection and review of all AMP quality data required for the Joint Commission, submitting monthly PI data to the Joint Commission, maintaining shadow charts for the Joint Commission.
Coordinates all actions with third party vendors supporting the LVAD and Heart Failure programs.
Coordinates the INTERMACS membership for the LVAD program as required by the FDA. Coordinates all INTERMACS Data Entry and IRB applications/amendments.
Coordinates the annual and periodic budget process for the LVAD program and Heart Failure program for the Director of Strategic Areas. Creates variance reports for review, and monitors office budget to ensure availability of funds for operations, travel and special events. Ensures compliance with NYULMC financial policies.
Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
Minimum Qualifications: To qualify you must have a Bachelor's and 2 years of relevant experience or an equivalent combination of education and experience. This must include experience with overseeing office activities, contact with patients and working with clinical staff. The successful candidate must also possess excellent interpersonal, verbal and written communication, and organizational skills. Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred). Ability to multi-task and/or coordinate multiple assignments is required. Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing; excellent problem-solving skills is required.
Preferred Qualifications: Previous experience administering office operations in a healthcare setting preferred.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military or veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
NYU Langone Medical Center, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of... only five hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.NYULMC.org.