JOB DESCRIPTION

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The University Physicians Business Manager is responsible for fulfilling the following roles and responsibilities for the UP Plan Administration Department:

• Executive Assistant to the UP Executive Director. This requires maintaining the calendar, including prioritizing meeting requests, scheduling meetings, and preparing documents for the day / week, arranging travel and submitting expense reports, setting up for meetings (including catering); and providing administrative support when needed for their directors and staff. This position also helps support the Executive Director with special projects/committees/consultant engagements/initiatives that require complicated scheduling, coordination of on-site travel, taking minutes, developing agendas, writing up documents, submission of requisition/POs/expense reports, and writing and submitting Navex Policies.
• Candidate should be able to demonstrate high proficiency using Microsoft Office (Word, Excel, Outlook) and other business productivity oriented digital platforms. Strong organizational and administrative skills are critical, including managing schedules, inventory management, communications, and coordination of activities and events. Candidate should display they have a high attention to detail, great internal and external customer service skills, can maintain strict confidentiality, and support a strong teamwork ethic.
• Coordinator of seven University Physicians committees. This also includes providing direct support to the University Physicians Chair as well as support to the chairs of the committees. This requires providing administrative support for the meetings for agenda preparation, slide presentation, take/transcribe/distribute minutes, manage correspondence and letters for the committees, publish and announce committee business decisions; documenting and processing initiatives and projects; arranging preparations for events such as the annual meeting, annual new physician reception, etc.; preparing the Annual UP Report, and maintaining archive records for the organization.
• Manage the Plan Administration Support Staff of four staff members. This team provides support for the team of directors and Plan Administration Staff for which this position must have clear knowledge and experience in leading the team in providing excellent service. The team is the first point of contact for all the staff and manages the daily operations of setting up internal meetings and events, distribution/tracking of mail, supplies, equipment, and coding books for the staff, managing office space, ordering supplies, arranging travel, submitting requisitions/POs/Invoices for processing, maintaining records and registration requirements of critical professional membership certifications, taking/transcribing minutes for weekly meetings, providing notary services, maintaining the UP Website and a critical data base used by many teams within the department along with a special emphasis of support to the Human Resource, Accounting, Revenue Integrity Teams and IT.

MINIMUM QUALIFICATIONS

Bachelor’s degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

• Executive Assistant to the UP Executive Director. This requires maintaining the calendar, including prioritizing meeting requests, scheduling meetings, and preparing documents for the day / week, arranging travel and submitting expense reports, setting up for meetings (including catering); and providing administrative support when needed for their directors and staff. This position also helps support the Executive Director with special projects/committees/consultant engagements/initiatives that require complicated scheduling, coordination of on-site travel, taking minutes, developing agendas, writing up documents, submission of requisition/POs/expense reports, and writing and submitting Navex Policies.
• Candidate should be able to demonstrate high proficiency using Microsoft Office (Word, Excel, Outlook) and other business productivity oriented digital platforms. Strong organizational and administrative skills are critical, including managing schedules, inventory management, communications, and coordination of activities and events. Candidate should display they have a high attention to detail, great internal and external customer service skills, can maintain strict confidentiality, and support a strong teamwork ethic.
• Coordinator of seven University Physicians committees. This also includes providing direct support to the University Physicians Chair as well as support to the chairs of the committees. This requires providing administrative support for the meetings for agenda preparation, slide presentation, take/transcribe/distribute minutes, manage correspondence and letters for the committees, publish and announce committee business decisions; documenting and processing initiatives and projects; arranging preparations for events such as the annual meeting, annual new physician reception, etc.; preparing the Annual UP Report, and maintaining archive records for the organization.
• Manage the Plan Administration Support Staff of four staff members. This team provides support for the team of directors and Plan Administration Staff for which this position must have clear knowledge and experience in leading the team in providing excellent service. The team is the first point of contact for all the staff and manages the daily operations of setting up internal meetings and events, distribution/tracking of mail, supplies, equipment, and coding books for the staff, managing office space, ordering supplies, arranging travel, submitting requisitions/POs/Invoices for processing, maintaining records and registration requirements of critical professional membership certifications, taking/transcribing minutes for weekly meetings, providing notary services, maintaining the UP Website and a critical data base used by many teams within the department along with a special emphasis of support to the Human Resource, Accounting, Revenue Integrity Teams and IT