Administrative Assistant

Position Summary

The Administrative Assistant provides advanced administrative and operational support to providers within the Abdominal Organ Transplant division, exercising independent judgment in managing clinical, research, and academic priorities. Responsibilities include triaging communications, coordinating office visits and surgical scheduling, facilitating ancillary testing, and overseeing check-in and check-out functions to ensure efficient patient flow and regulatory compliance.

Responsibilities

Clinical Operations & Strategic Coordination

• Oversee operational management of outpatient and surgical scheduling, optimizing provider templates to improve access, capacity utilization, and revenue capture.
• Independently resolve complex scheduling conflicts, patient access barriers, and workflow disruptions.
• Monitor preoperative clearance compliance and intervene proactively to prevent surgical cancellations and associated revenue loss.
• Analyze clinic volume, referral trends, and scheduling metrics to recommend operational improvements to divisional leadership.
• Develop and implement process improvements to enhance patient flow and regulatory compliance.
• Support division outreach initiatives by providing on-site reception coverage, as needed.
• Coordinate and financially clear diagnostic procedures and surgical appointments
• Distribute office notes to referring providers

Financial & Regulatory Oversight

• Evaluate referral requirements, prior authorizations, and insurance coverage to mitigate financial risk and reduce claim denials.
• Collaborate with revenue cycle and billing teams to resolve reimbursement discrepancies.
• Monitor compliance with institutional, Joint Commission, and payer requirements.
• Maintain oversight of documentation transmission to ensure regulatory and accreditation compliance.

Academic & Faculty Support

• Manage and strategically prioritize the provider academic and clinical calendar, balancing institutional, research, and educational commitments.
• Coordinate faculty meetings, research initiatives, and educational programming.
• Prepare briefing materials, reports, and communications for institutional leadership and external stakeholders.
• Coordinate domestic and international travel and process reimbursements in accordance with institutional policies.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience.

Other Requirements

• Proficiency with technology and social media platforms.
• Effective interpersonal and communication skills.