Position Summary

The Administrative Professional provides advanced, independent operational, administrative, and analytical support for clinical sites within the Department of Emergency Medicine. This role serves as the primary operational liaison between clinical practice, hospital leadership, and WashU Medicine, ensuring efficient site operations, compliance, workforce coordination, and execution of department and contractual expectations. The incumbent manages complex workflows, supports clinical operations, coordinates financial and HR processes, and ensures high-quality administrative infrastructure.

Job Description

Primary Duties & Responsibilities:

Operational Administration and Leadership Support

• Serves as the operational administrator for the site, acting as the primary interface between the practice, the hospital, and departmental leadership.
• Provides executive-level support to the Site Medical Director(s) and site leadership
• Interprets policies, resolves operational issues, and implements site workflows consistent with departmental standards.
• Performs confidential and complex administrative duties supporting senior leadership.

Office, Site, and Administrative Management

• Oversees daily office operations including meeting management, communications, site events, and customer service.
• Maintains working relationships with hospital partners to coordinate operations and resolve issues.
• Develops and maintains site orientation manuals and operational guidelines.

Financial and Operational Reporting

• Collects, tracks, and disseminates site financial and operational data.
• Prepares routine and ad hoc reports identifying performance trends and recommending improvements.
• Supports budget preparation by providing historical expenditures and current program needs.
• Assists with financial processes including stipends, reimbursements, and timecard coordination.

Program and Project Management

• Leads or supports site projects and programs including Operations Meetings, Patient Experience Program, Quality/Performance Improvement, APP/Scribe programs, and Student/Resident rotations.
• Conducts meetings to communicate updates, ensure compliance, and implement new policies.

Human Resources, Recruiting and Workforce Coordination

• Coordinates recruitment, hiring, and onboarding for providers, locums, residents, and students.
• Acts as the primary liaison to the department HR Ops team to maintain roster accuracy and ensure compliance with all WashU and department policy.
• Collaborates with site leadership to develop, implement, and maintain site policies and procedures.

Meetings and Communications

• Schedules, facilitates, and documents site operational meetings, ensuring follow-up and communication of updates.
• Communicates operational expectations and policy changes across the site.

Other Duties

• Performs other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment
• Office and hospital environment
• Ability to travel between EM sites as needed
• Fast-paced, dynamic clinical environment with simultaneous priorities

Physical Effort

• Typically sitting at desk or table

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 Administrative Or Budgetary Support (5 Years)

Skills:
Hospital Operations, Microsoft Office

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

Preferred Qualifications

Education:
Bachelor's degree - Business, Bachelor's degree - Healthcare Administration

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:
Accounting Processes, Administration System, Analytical Thinking, Clinical Operations, Confidentiality, Credentialing, Critical Thinking, Detail-Oriented, Developing Creative Solutions, Epic Systems, Financial Resources, Healthcare Environments, Human Resources (HR), Human Resources Processes, Interpersonal Communication, Oral Communications, Organizing, Problem Analysis, Problem Solving, Professional Etiquette, Supervisory Management, Working Independently, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly
The 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.