Manager, Administrative Office Support

Reporting to the Director or AVP, provide practice management in support of the physician patient relationship, which includes optimizing patient access to NorthShore services. Understand the application of the NorthShore mission in relation to the Practice Manager role and responsibilities. Responsible for managing practice operations and responding to patient, physician and employee issues as they occur while leveraging technological solutions to enhance the overall customer relationship.

Position Highlights:

Position: Manager, Administrative Office Support

Hourly Pay Range: $35.16 - $54.50. The hourly pay rate offered is determined by a candidate’s expertise and years of experience, among other factors.

Location: Evanston, IL

Full Time/Part Time: Full Time

Hours: Monday-Friday, during normal business hours

Required Travel: travel to other locations may be required.

What you will do:

Daily Operations

Manage Physician Schedules and Staffing: Create and oversee daily physician schedules and develop staffing strategies.

Resource Allocation: Ensure optimal resource allocation for efficient practice operations.

Staff Management: Manage EM division office staff, including Administrative Assistant II, Coding Assistant, and Patient Support Assistant.

Operational Issue Resolution: Identify and troubleshoot operational problems, recommending process improvements.

Office Supply Management: Maintain inventory, monitor usage, and reorder supplies as needed.

Physician Practice Development

New Physician Development: Coordinate licensing, credentialing, orientation, physician billing training and any administrative requirements for new physicians.

Record Maintenance: Keep up-to-date records of physician licenses and re-credentialing, annual required education and mandatory requirements

Liaison Duties: Act as a liaison with the Professional Staff Office, Credentialing, and Physician Onboarding, Human Resources, etc.

Workday and other system Responsibilities:

Approve expenses, purchase requisition for physicians and office staff.

Manage stipend allocations for physicians with administrative responsibilities in the EM division.

Process salary orders for any overtime hours worked by physicians.

Team management, including job profiles, recruitment of office staff, and time approver for API.

Administrative Support

Transcription and Distribution: Transcribe, copy, and distribute letters and memos for the Division Head.

Scheduling and Calendar Management: Assist with scheduling non-patient related meetings, maintain the Division Head's calendar, and organize departmental files.

Meeting Preparation: Prepare agendas for monthly staff meetings, document topics, and assist in organizing division meetings, including audiovisual setup and maintaining minutes.

Communication and Coordination

Physician Communication: Ensure effective communication between physicians and the Division Head.

Profile Management: Manage physician profiles, job changes, and salaries in the Workday system.

Recruitment and Onboarding: Assist with recruitment and onboarding efforts, including scheduling interviews and processing new hire paperwork.

Leave Coordination: Coordinate benefits for physicians on leave of absence.

Expense Management: Enter CME expense reimbursements for physicians.

Administrative Schedules: Coordinate and post the e on-call schedule on the division website as well as the Emergency Medicine section on the hospital intranet.

Journal Club Activities: Communicate with Emergency Department MDs regarding Journal Club Activities.

Technical Support

Office Systems Support: Provide technical support for office computer systems and software (Epic, Dragon dictation system, Impravata).

Special Events and Travel Coordination 10%

Event Organization: Assist in organizing special events, including the annual Grand Rounds (Mulroy Symposium).

Travel Arrangements: Arrange travel for out-of-town Grand Rounds speakers.

Financial Management 15%

Revenue and Usage Reports: Maintain revenue and usage reports for research and special programs accounts.

Expenditure Requisitions: Prepare and process expenditure requisitions for payments and reimbursements.

Review and Approve Expenses: Review and approve all CME reimbursements and office expenses.

Budget Reviews: Assist with monthly budget reviews for Special Purpose Funds.

Schedule Management

Schedule Maintenance: Maintain and post schedules for all 4 emergency departments on the EM website.

Vacation Tracking: Maintain a vacation master list for all EM physicians.

Micro Call Data Entry: Enter data for Micro Call in Pulse for Midlevels and Physicians.

Website Management: Create and maintain the emergency medicine division website on PULSE.

Cross Coverage

Patient Complaints and Issues: Assist with patient complaints and related issues.

Report Management: Retrieve and review reports, communicate results to patients, and assist with obtaining patient records for billing issues and complaints.

Epic Training Coordination: Coordinate Epic Training for PA and Medical Students, including registration and troubleshooting.

Evaluation Coordination: Disseminate schedules and coordinate evaluations for PA and Medical Students.

Schedule Management for Training Programs: Upload and manage schedules for Physicians, Residents, and Interns, and provide support for EM APCs.

What you will need:

Education: Bachelor’s or Master’s degree with a concentration in Healthcare Administration or Business Administration, preferred

Certification: n/a

Experience: 2+ years of work experience in a healthcare setting preferred for a Bachelors prepared applicant; no work experience required for a Masters prepared applicant; previous experience in physician management preferred, one year previous supervisor experience preferred for a Bachelors prepared applicant, financial management, operations management, Electronic Medical Record experience preferred.

Unique or Preferred Skills: Builds alliances, drives results, manages change, verbal and written communication skills, management skills, problem solving, decision making, organization and planning, and delegation skills, customer centric, computer skills (Microsoft office – Outlook, Word, Excel)

Benefits (For full time or part time positions):

Career Pathways to Promote Professional Growth and Development

Various Medical, Dental, Pet and Vision options

Tuition Reimbursement

Free Parking

Wellness Program Savings Plan

Health Savings Account Options

Retirement Options with Company Match

Paid Time Off and Holiday Pay

Community Involvement Opportunities

Endeavor Health is a fully integrated healthcare delivery system committed to providing access to quality, vibrant, community-connected care, serving an area of more than 4.2 million residents across six northeast Illinois counties. Our more than 25,000 team members and more than 6,000 physicians aim to deliver transformative patient experiences and expert care close to home across more than 300 ambulatory locations and eight acute care hospitals – Edward (Naperville), Elmhurst, Evanston, Glenbrook (Glenview), Highland Park, Northwest Community (Arlington Heights) Skokie and Swedish (Chicago) – all recognized as Magnet hospitals for nursing excellence. For more information, visit www.endeavorhealth.org.  

When you work for Endeavor Health, you will be part of an organization that encourages its employees to achieve career goals and maximize their professional potential.

Please explore our website (www.endeavorhealth.org) to better understand how Endeavor Health delivers on its mission to “help everyone in our communities be their best”. 

Endeavor Health is committed to working with and providing reasonable accommodation to individuals with disabilities. Please refer to the main career page for more information.

Diversity, equity and inclusion is at the core of who we are; being there for our patients and each other with compassion, respect and empathy. We believe that our strength resides in our differences and in connecting our best to provide community-connected healthcare for all.

EOE: Race/Color/Sex/Sexual Orientation/ Gender Identity/Religion/National Origin/Disability/Vets, VEVRRA Federal Contractor.