Administrative Manager | New York, NY - Job.com

Administrative Manager

for Columbia University in New York, NY

Job Description

**Position Information**

**Job Title**

Administrative Manager

**Job Code Title**

315101

**Job Requisition Number**

072959

**Department**

7551- SRG Surgery

**Location**

Medical Center

**Job Type**

Officer Full-Time Regular

**Bargaining Unit**

**If temporary, indicate duration**

**Hours Per Week**

35

**Job Family**

Administrative Support

**Salary Grade**

Officer 105

**Salary Range**

Commesurate with experience

**Advertised Summary Job Description**

The Administrative Manager will be responsible to organize and coordinate the day to day office operations and provide oversight and direction to office staff-ensuring efficiency in academic, practice management, financial, and support services of the Divisions. He/she will perform administrative and front end functions; and all other duties assigned by the Chiefs of Colorectal and Acute Care Surgery. The incumbent will ensure that all patients, visitors, guests and co-workers receive personalized, prompt attention and are treated with receptiveness, dignity and respect.

Will supervise, coordinate, and participate in daily front desk operations, assist in hiring, terminating, and evaluating staff in accordance with protocols/standards. Will also oversee and direct operational activities, including resolution of personnel/ system problems, staff scheduling, reconciling time sheets, and training, maintain confidentiality related to human resource matters, assist with any administrative planning and initiatives aimed at facilitating growth and improving operations and patient care quality.

Will assist in developing, maintaining and implementing policies and procedures to maximize workflow, serve as a role model and enforcer of customer service standards. Will manage the ongoing development and adoption of CROWN and act as the divisions' Super User. Will develop and implement strategic growth and marketing initiatives in collaboration with Division Chiefs, build and maintain ongoing working relationships with staff, management, clinical and physician members of the practice to facilitate positive staff morale and support provider productivity and conduct regular staff meetings. Will perform cross-coverage of all team members as necessary, answer phone in a pleasant/responsive manner and direct calls appropriately, take messages that are clear and legible and disseminate, schedule appointments in the proper format. Will work with clinical staff to prepare patient charts for upcoming appointments. Will also acknowledge patients upon arrival and distribute necessary forms for patient completion, ensure all patient paperwork is complete at time of service, support departmental revenue cycle initiatives and expense reduction tactics in an effort to improve the overall financial performance of the Divisions, ensure appropriate patients have referral and/or authorization, scan, register, and link referrals accordingly, arrive patients in IDX and accurately update demographic and insurance information. Will update, maintain, and monitor CROWN toolbar during office hour and verify patient insurance using IDX-Insurance Verify and/or MPV Real time search. Will scan and maintain patient charts and related documents/information in accordance with various governmental and practice standards. Will check work-emails and CROWN-task list multiple times during the day. Will collect/post time of service payments from patients and provide receipt, identify and collect past due balances from patients at time of service, reconcile payments collected and maintain log-sheet daily; according to protocol will prepare forms, reports, documents necessary for next business day. Will run errands as requested by the Physicians, or Administrator. Will order and maintain adequate inventory of office supplies, prescription paper, lab coats, schedule, coordinate and attend meetings. Will prepare monthly on-call schedule for division attending and update and maintain credentials as appropriate.

Will conform to all HIPAA, Billing compliance and safety guidelines, ensure service excellence by becoming thoroughly familiar with the "Seven Principles of Behavior" and putting them into practice in carrying out job responsibilities.

**Minimum Qualifications for Grade**

**Applicant** **MUST** **meet these minimum qualifications to be considered an applicant**

Bachelor's degree or equivalent in training and experience, with at least four years of directly related experience.

**Additional Position-Specific Minimum Qualifications**

**Applicant** **MUST** **meet these minimum qualifications to be considered an applicant**

**Special Instructions**

**Preferred Qualifications**

Strong interpersonal skills and desire to grow a division required. Knowledge of scheduling systems, compliance matters, human resource management and ability to enthuse colleagues preferred. An ability to read, write and speak Spanish is a plus.

**Essential Functions**

**Additional Essential Functions (Limit to 3950 characters. )**

**Special Indications**

**This position works with:**

Contact with patients and/or research subjects

**HIPAA Compliance training required**

Yes

**Participation in Medical Surveillance required**

No

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