Key Responsibilities 

Administrative & Operational Support 

• Support daily administrative operations for physician practices. 

• Manage physician academic and clinical calendars. 

• Manage physician clinical sessional template change requests submissions 

• Manage physician office shared email inboxes. 

• Manage the Service Line General Admin shared email inbox and in-basket.   

• Oversee Epic In-Basket and Secure Chat pools. 

• Manage office supply inventory and coordinate ordering. 

• Retrieve and distribute departmental mail. 

• Schedule patient appointments according to physician protocols. 

• Provide appointment preparation instructions. 

• Maintain accurate scheduling records. 

Monitor Epic In-Basket for scheduling requests. 

Financial & Vendor Coordination 

• Oversee practice-related expenses. 

• Manage purchase orders in Workday. 

• Maintain vendor relationships and coordinate payments. 

• Track time studies for physicians and staff. 

Academic & Physician Support 

• Maintain physicians’ CVs and publication records. 

• Manage academic memberships and external partnerships. 

• Submit physician expense reimbursements.  

• Coordinate onboarding for academic visitors and traveling physicians. 

• Monitor CME requirements and clinical license renewals. 

• Maintain physician credentialing documentation. 

Meeting & Event Coordination 

• Prepare presentations and materials for meetings. 

• Draft correspondence and communications. 

• Prepare meeting agendas and assist with meeting minutes. 

• Coordinate academic and clinical events. 

Communication & Collaboration 

• Manage phone calls, emails, and correspondence. 

• Facilitate communication across departmental pods. 

• Assist with cross-coverage and training within the administrative pod structure. 

Qualifications 

Education: High school diploma required; Associate’s or Bachelor’s degree preferred. 

Experience: Minimum 2 - 4 years of administrative or office management experience supporting physician practices. 

Skills & Competencies 

• Proficiency in Microsoft Office Suite and Outlook calendar management 

• Familiarity with Epic, Workday, and Dimensions preferred 

• Strong organizational, communication, and interpersonal skills 

• Ability to manage multiple priorities 

• High level of professionalism and discretion