Description

Department:

85069 Wake Forest University Health Sciences - Academic UME: Winston Salem

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

M-F 8a - 5p

Pay Range
$20.40 - $30.60

Summary:

The UME Administrative Support Associate provides day-to-day administrative support to the Undergraduate Medical Education office. This position helps ensure the smooth operation of the department by maintaining common areas, coordinating supplies and mail, assisting staff and faculty, and serving as back-up to the Executive Assistant. The role requires reliability, strong organizational skills, and a proactive approach to keeping the office running efficiently.

Qualifications:

• High school diploma or equivalent required; associate's degree preferred.

• 1-2 years of administrative or office support experience, preferably in an academic or healthcare environment.

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Strong organizational skills and attention to detail.

• Ability to work both independently and as part of a team.

• Professional communication and customer service skills.

Work Schedule & Conditions:

• Full-time, Monday-Friday, 8am - 5pm.

• Occasionally early morning, evening, or weekend hours will be required to support academic events, student orientations, examination administration, etc.

Key Responsibilities:

General Office Support

o Greet and assist visitors, students, and faculty; maintain a professional "front of house" environment.

o Sort, distribute, and prepare outgoing daily mail and deliveries.

o Monitor and maintain the appearance and cleanliness of common areas, including the break room, copy room, and conference rooms.

o Track and restock office, break room, and copy room supplies; place orders as needed.

o Manage equipment such as copiers, printers, assist with basic troubleshooting, schedule service calls when required.

o Reserve and set up conference rooms for meetings, ensuring technology, seating, and supplies are ready as requested

o Process purchase orders, Staples and Amazon orders for department as requested.

o Maintain promotional items inventory within UME and Student Affairs.

Administrative Support

o Provide general assistance to staff and faculty, including copying, scanning, filing, and basic document preparation.

o Serve as back-up to the Executive Assistant during absences, including managing phones, scheduling meetings, and processing routine requests.

o Assist with preparing meeting materials, agendas, and room setups for departmental activities or special events as requested

o Support data entry, routine reports, and record maintenance as directed.

Other Duties

o Assist with special projects or tasks as assigned by the Executive Assistant or UME leadership.

o Help ensure compliance with basic departmental policies, confidentiality standards, and office procedures.

o Demonstrate and uphold Our Commitments:

• We "Lift Everyone Up"

• We "Lead the Way"

• We "Think Boldly Together"

• We "Embrace the Unknown"

Opportunities for Growth

• Exposure to the dynamic and impactful field of medical education.

• Opportunity to develop expertise in program coordination, academic administration, and process improvement.

• Ability to participate in professional development through workshops, conferences, and certification programs.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more - so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation's largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.

Performs the duties of an Administrative Associate, but with some authority to step outside the confines of established procedures. Considered as ?subject matter authority? in the administrative area for the department/clinic. Serves as point person for all complex customer service and administrative issues, interpreting and communicating policies/procedures to other parties based on knowledge of the organization and departmental guidelines. Routinely provides guidance to Administrative Associates. Assists with screening applications and conducting initial interviews of entry-level staff as needed. Works in concert with Department Manager to investigate patient and provider complaints and provides reports with root causes and service recovery. Education Degree/Diploma Obtained Program of Study Required/Preferred High School Diploma or GED General Studies Required Certifications and Licensures Credential Required/Preferred Yellow Belt Lean Process Improvement Training Preferred Experience # of Years Type of Experience Required/Preferred 3+ Administrative/Office/Registration Clerk for Medical Clinic or Department Required Additional Knowledge, Skills, and Abilities - Proficient computer/ telephone/office equipment skills and knowledge. - Customer Service Skills - Knowledge of medical terminology is desirable. - Ability to handle multiple tasks simultaneously is required. - Ability to work in a team environment - Initiative to learn new processes and procedures Job Specific Duties Administrative Needs Determines administrative needs and makes arrangements for conferences, meetings, seminars or other activities. Data Management Prepares data reports at designated intervals as requested, extracting and compiling data from written sources, individuals, and/or databases? provides interpretation as needed. Pre-Registration Tasks Contacts referred patients to gather information prior to scheduled appointment date; Obtains demographic and preliminary insurance information by phone. Conducts pre admission interview, sharing information about anticipated treatment costs; Verifies that patients have completed all required pre-requisite testing per treatment algorithm, and if not, consults with assigned Patient Navigator. Insurance Verification Verifies insurance using the best and most cost-effective method for the particular insurance, such as software, payer website, or voice verification; Enters insurance benefit information on a patient's account in a standard location within the main information system and scans supporting documentation as appropriate. Scheduling Properly schedules/reschedules patients with appropriate information and verification; Makes reminder phone calls to patients and/or families regarding scheduled appointments; Assists patients in securing appointments for referred procedures. Pre-Authorization Secures needed pre-certifications and carefully documents them in appropriate place in the EMR. Notifies provider if provider involvement is required. Alerts appropriate department if required pre-authorization has not been received 24 hrs prior to scheduled procedure/appointment. Registration Tasks Greets patients; Verifies patient demographics; Provides daily patient itinerary; Collects patient payments, verifying previous balances owed; Makes referrals to financial assistance personnel; Secures needed directional or transport assistance. Medical Record Numbers Accurately selects patient from the Master Patient Index or assigns a new medical record number as needed. Charge Competency Correctly completes the charging process; Patient Information Maintains the confidentiality of all patient related information; divulges no patient information to inappropriate individuals. Does not seek to view patient information for which they have no need to know in the performance of their job. Provides new patients with HIPPA information, including OPT OUT rights; Distributes Site of Service letter to all patients, explaining that patients will receive one bill for services from UNC Hospitals and a second bill for the physician services; Provides new patients with pertinent appointment information; Provides information to patients such that they can understand what they are being told. Work Space Maintenance Maintains a clean, neat, well-stocked and organized work area and notifies appropriate personnel when stock needs replenishing. Ensures that patient reception and waiting areas are clean or orderly, calling environmental services or facilities maintenance when non-routine assistance is needed. Cross-Training Completes orientation and shadowing with other Administrative Specialists throughout Hayworth Cancer Center, as requested by management; Cooperates with management and staff to ensure that staffing levels in all administrative offices are balanced to maintain appropriate patient throughput and optimal patient satisfaction. Professionalism Upholds a professional working relationship at all times and adheres to department rules. Practices teamwork and adheres to Standards of Behavior. Other Duties Performs other duties as assigned by management. UNC Health Care Employee Standards Communication: Uses appropriate methods to clearly convey information to others in an engaging way, which helps others understand and retain the message. Collaboration: Works with others respectfully and openly; provides help to achieve shared goals. Service: Uses appropriate methods to clearly convey information to others in an engaging way, which helps others understand and retain the message. Safety: Meets or exceeds patient and employee safety requirements while promoting and achieving quality outcomes. Accountability: Takes ownership for goals and outcomes; effectively and efficiently uses available resources to successfully complete tasks. Improvement: Identifies opportunities and takes action to continuously improve processes. Maintains effectiveness and flexibility during change. Workplace Requirements Employee Health: Complies with all required employee health programs including annual tuberculin testing and other applicable screening, testing and vaccinations. Credentials: Maintains current licensures, certifications and/or registrations (if applicable for the position). Job Competency: Complies with requirements for job specific competency testing and demonstrates and communicates proficiency in skills required (if applicable to position). Corporate Compliance: Adheres to and understands the Health System's Corporate Compliance Plan as evidenced by timely participation in required training (including annual testing) and 100% compliance with the Corporate Compliance Code of Conduct. Safety: Adheres to and understands the Health System's Environment of Care Plan as evidenced by timely participation in required training (including annual safety testing). HIPAA: Adheres to and understands the Health System's HIPAA Compliance Plan as evidenced by timely participation in required training (including annual HIPAA testing). Education: Attends all required educational programs (including General Orientation, and departmental or job specific required programs). Physical and Behavioral Requirements - Physical requirements include occasional stooping, reaching - Frequent sitting, standing, and walking - Light physical force is required (exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects) - Visual acuity for accurate reading of documents, patient charts, and constant computer use. - Ability to hear and speak is required for frequent telephone use and to effectively communicate with patients, families, and staff. - Manual finger dexterity for keyboard skills (40-50 wpm). - Ability to effectively manage a high stress environment for optimal patient care Occupational Exposure to Bloodborne Pathogens Yes or No: No National Patient Safety Goals Improve the accuracy of patient identification Improve the effectiveness of communication among caregivers Reduce the risk of health care-associated infections Consistently demonstrate appropriate hand hygiene techniques Core Values Teamwork - Is an effective team player who adds complementary skills and contributes valuable ideas, opinions and feedback. Communicates in an open and candid manner and can be counted upon to fulfill any commitments made to others on the team. Compassion - Is sensitive to the feelings of others and is consistently kind and considerate. Genuinely cares about people and is available and ready to help. Shows sincere concern, empathy, sees the best in people, accepts differences and appreciates virtues. Integrity - Views himself or herself as a reflection of the organization by following through on commitments and accepting ownership of any mistakes he or she might make. Acts in ways that demonstrate personal honesty and serves as a positive example of why others should trust the motives of the organization. Standards of Behavior Respect: Maintain Patients' Privacy Professionalism: Take Ownership Safe and Healing Environment: Keep Noise Levels Down Customer Focus: Use the 10/5 Rule; Escort to Destination; Use Elevator Etiquette Communication: Use AIDET (Acknowledge, Introduce, Duration, Explain, Thank) Employee Statement of Understanding I have read and understand the job description for my position. I also understand that I am responsible for meeting the standards of performance outlined in this job description as well as conducting myself in a manner supportive of the mission, vision, core values and Standards of Behavior of High Point Regional Health. I certify that I possess the physical and mental abilities to regularly attend work and fulfill the