Division Coordinator-Surgery general

The Division Coordinator assists leaders by providing high-level administrative support that requires knowledge of departmental operations, organizational mission, structure, and culture. The role serves as a central point of contact for divisional activities, responds to internal and external inquiries, represents leadership when appropriate, and supports operational, scheduling, and programmatic initiatives. The position may include participation in special projects, program development, and continuous improvement initiatives. 

The Division Coordinator provides comprehensive, administrative and programmatic support to multidisciplinary surgical programs within General Surgery and Urology and Solid Organ Transplant. This position supports all complex, growth-oriented clinical programs in General Surgery (including, but not limited to, colorectal, bariatrics, burns, pilonidal disease, et al.) and in Urology (BOOST, et al.) as well as Kidney Transplant and Liver Transplant. The primary focus of the role is coordination of provider schedules, surgical and clinic operations, and cross-specialty program support to ensure efficient, patient-centered care delivery. 

Essential Functions: 

1. Guide and manage all aspects of clinical scheduling for providers within assigned General Surgery and Urology programs, including: 

• Building and maintaining EPIC Cadence clinic templates and submitting templates to the enterprise templating team 
• Coordinating clinic schedules across multidisciplinary programs 

1. Coordinate surgical schedules in alignment with clinic templates and provider Outlook calendars. 
2. Manage administrative and physician leader calendars, prioritizing operational needs and time efficiency. 

3. Manage administrative leader’s schedules with consideration to priorities and time efficiency.

4. Handle incoming calls with courtesy, provide assistance and information as needed, page physicians as appropriate for provider-to-provider line ; back-up primary Medical Practice Coordinator to facilitate scheduling of Transplant patient clinic appointments.

5. Coordinate business travel including airline reservations, hotels, auto rentals and conference registrations for providers.

6. Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of three assigned divisions.

7. Serve as a primary administrative contact for General Surgery and Urology program coordination, including facilitation of multidisciplinary meetings and clinical conferences; back-up and support Program Manager, Solid Organ Transplant efforts in these areas

8. Support program-specific administrative needs, including: 
   • Maintaining up-to-date patient and program databases 
   • Supporting recall workflows 
   • Communicating with hospital and physician authorization teams 
   • Scheduling patients under guidance of clinical leadership 
   • Collaborating with clinical coordinators and connecting staff with patients and families 
   • Identifying opportunities for workflow and system improvements and proactively problem-solving 
   • Meeting minutes for multispecialty Transplant patient conferences in accordance with Policy on recording

Requirements: 

High School Diploma

Associates degree preferred 

Minimum 3 years of job-related experience required