Operations Coordinator

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The Department of Medicine, Division of Infectious Diseases has an exciting opportunity for a full-time Operations Coordinator (Project Coordinator) to work at Converge. The Operations Coordinator (Project Coordinator) organizes project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects.

Core Responsibilities

• Onboarding and offboarding for all faculty and staff for Division of Infectious Diseases

  • Prepare and submit Add/Change form for providers.

  • Prepare and submit UChart Billing Provider Request Form

  • Request from provider’s supervisor or department administrator OARF UChart access for all providers.

  • Assist with new ID badges, security access to buildings, parking, telecom, lab coats, professional headshots, computer and computer accessories, supplies, CME, list of division contacts, etc.

• Coordinate and initiate credentialing process for the Division of Infectious Diseases providers.

• Maintain a checklist for each incoming faculty and staff members and monitor timelines to complete credentialing and provider enrollment by due date. Submit packets to appropriate department for review and approval.

• Request and schedule Level II Background screening with appropriate department with IDR and JE.

• Coordinate re-credentialing and renewal of Clinical Privileges with UM and JHS

  • Requests and submits case logs for providers for re-credentialing

  • Acquire signatures from division/clinical chief

• Coordinate Appointments, Promotions, and Tenure (APT) process for ID.

  • Obtain, prepare, track, and submit all documents (e.g., CVs, Letters of Support, etc.) pertaining to each faculty member applying for APT.

  • Create slide presentation for faculty requesting Promotions and Tenure

  • Prepare and collect Divisional votes for APT process for each faculty

• Manages vendor purchase orders (POs) for the 340B program by requesting POs and reconciling invoices for payment; organizes and records contracts and other documents; reserves and processes travel, accommodations, and registration for personnel for 340B-related conferences; and processes quality assurance audits of expenses

• Provides ancillary support to faculty for research activities, clinical activities, business services, student services, etc.

• Assists with submission of Workday Purchase Orders, Facilities Work orders, and IT Incident work orders

• Collaborate closely with the administrative assistant to ensure seamless workflow and provide coverage during absences or high-demand periods, maintaining consistent support and operational efficiency.

• Performs complex assignments and resolves issues and problems referred by their supervisor.

• Other duties assigned

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications 

• High school diploma or equivalent required

• Minimum 1 year of relevant experience in medical or healthcare setting

Knowledge, Skills, and Abilities

• Ability to communicate effectively in both oral and written form.

• Ability to maintain effective interpersonal relationships.

• Ability to work independently and/or in a collaborative environment.

• Ability to accurately prepare and maintain records, files, reports and correspondence.

• Ability to understand and follow instructions.

• Skill in completing assignments accurately and with attention to detail.

• Ability to manage a budget and work within the constraints of that budget.

• Ability to process and handle confidential information with discretion.

• Proficiency in computer software (i.e. Microsoft Office).

Any appropriate combination of relevant education, experience and/or certifications may be considered.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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