Administrative Assistant 2 - General Internal Medicine

Location

SAINT LOUIS, MO 63110



Scheduled Hours

40

Position Summary

Provides administrative support to the Section of Hospital Medicine. The role is responsible for clinical-administrative operations coordinating clinical schedule entry, credentialing, licensure compliance, and maintaining essential division-wide records. The position requires strong organizational skills, attention to detail, and the ability to manage multiple systems and workflows across institutional platforms.

Job Description

Clinical Schedules and Administration:

• Enter and maintain faculty and staff clinical schedules in AMiON.
• Point of contact for schedule changes and adjustments.
• Learn essential details about clinical structure of program, including base level knowledge of rotations and locations.
• Track and enter census for clinical rotations.
• Create daily admission logs for physician tracking use.
• Troubleshoot IT issues and enter tickets as necessary.
• Update SharePoint for clinical service lines as needed.

Onboarding & Credentialing:

• Assist faculty with CVO online application completion and hospital privileges setup at BJH and BJWCH.
• Collaborate with Medical Staff Offices (MSOs) to ensure timely credentialing.
• Monitor privilege progress in ECHO for BJH and BJWCH.
• Facilitate EPCS enrollment and Imprivata installation on mobile devices.
• Manage mobile device setup and configuration for new faculty.
• Onboard resident and fellow moonlighters.
• Assign roles in Epic Validation Portal.

Licensure & Compliance:

• Serve as primary point of contact for initial license applications for new faculty.
• Monitor license expiration dates and send renewal reminders with instructions.
• Track and support renewals for: Missouri Medical Licenses, BNDD and DEA registrations, ACLS and BLS certifications.
• Coordinate monthly recertification schedules with Advantage EMT and provide information on BJH Center for Practice Excellence.

Information Management:

• Manage and update faculty phone number lists for the Division.
• Ensure workflows and instructions are current and accessible to administrative in SharePoint.

Working Conditions:
Job Location/Working Conditions:

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort:

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment:

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Computer Literacy, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Oral Communications, Teamwork, Working Independently, Written Communication

Grade

G07-H

Salary Range

$19.29 - $29.91 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email[email protected]or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.