Medical Education Business Specialist

Responsibilities

• Fiscal Support: Accurate and timely processing of purchase orders, travel and expense reports, mileage, cash advance for travel for residents, faculty, and staff, working as appropriate with Accounts Payable, Procurement and other fiscal offices, and using enterprise software systems such as Workday.
• Manage resident housing needs including negotiating rate agreements, working with contract department and processing monthly purchase orders.
• Process RFE’s for Foundation expenses.
• Project Support: Lead or assist projects as required including content for website, recruitment and orientation materials; use logic and reasoning to identify alternative solutions, conclusions, or approaches to problems.
• Document Management: Organize and retrieve information for training verifications, shadowing, and rotation requests in a timely manner; securely manage confidential information in all forms; follow OhioHealth records retention policies.
• Meeting Preparation and Management: Create and manage agendas and meeting invitations; coordinate and order catering; gather / disseminate meeting materials; make audio visual arrangements. Support medical student orientation and rotation meetings.
• Service Delivery: Anticipate DME’s needs and prepare accordingly; interact with customers, peers and OhioHealth associates; onboard new staff to department, balance autonomy with teamwork, particularly when supporting multiple projects.
• Communication Delivery and Management: Review, organize and prioritize Medical Education department email in a timely manner, appropriately greet callers; receive and screen calls; manage and delegate information requests; prepare correspondence using MS Office programs or other software.
• Calendar Management: Complex calendar management for Director of Medical Education including scheduling, time management, organization and prioritization of appointments and meetings such as Program Director meeting, GMEC, physician recruiting interviews and hospital administration senior leadership meetings. Manage weekly in-office schedule and conference center room schedules.
• Access Control: Request and monitor badge and IS access for medical students, rotating residents, staff, and faculty. Collaborate with Pharmacy to provision temporary DEA accounts as needed.
• General Office Support: Answering phones and directing calls as needed, greeting / receiving visitors, ordering supplies, nutrition services products, submitting print shop requests, managing maintenance and repair of work area including copier / printers, office equipment, kitchen / breakroom organization and clean up / call room monitoring, vendor coordination, mail distribution etc.

Qualifications

• High School or GED (Required)
• Superior organizational skills and attention to detail
• Excellent communication and interpersonal skills (written and verbal); ability to problem solve and exercise diplomacy in handling situations of a sensitive and/or confidential nature
• Proven ability to work collaboratively as a member of a team
• High degree of initiative, independent judgment, decision making and critical thinking
• Adept at prioritizing responsibilities independently and meeting deadlines
• Intermediate level or higher proficiency in Microsoft Office
• Competent in building and maintaining collaborative relationships with a variety of stakeholders
• Ability and willingness to meet strict timelines and thrive in a fast-paced work environment
• Confidentiality and Discretion