Administrative, Clerical, Support, Customer Service and Support, Health
4 Year Degree
General Summary of Position Responsibility:
The incumbent will preform advanced, diversified and confidential administrative clerical support to the directors, managers and other Children’s Community Physicians Association (CCPA) and CCPA Purchasing Partners (CCPAPP) staff. This position will also have contact with CCPA board members, private physicians and their office staff; hospital based physicians, other institutions and hospital personnel.
Essential Job Functions:
Performs all phases of the CCPAPP member application process including ensuring that submitted applications are complete, following up as needed for missing information, linking members to vendor contracts and confirming effective dates, performing price activations, and sending out member welcome packets.
Updates CCPA and CCPAPP member applications and other material as needed; assists with updates to both organizations’ websites and the Lurie Children’s Find-A-Doctor pages on the hospital website.
Tracks CCPA and CCPAPP membership totals and updates member information in the department database; responsible for coordinating member mailings and following up on returned mail and emails.
Assists with a variety of administrative tasks including scheduling meetings, ordering office supplies, shipping packages, making travel arrangements, processing and tracking payments and invoices including CCPA annual dues, filing, and maintaining calendars.
Coordinates all meeting and event needs such as securing venues/conference rooms, assembling materials, and tracking registration/attendance for staff meetings, vendor and business partner meetings, Practice Management events and webinars, Coding and CME seminars; CCPA Board meetings, and all other internal/external meetings. Assists as needed with the preparations of agendas and minutes for such meetings.
Develops an exceptional grasp of the information and projects currently active in the department, and can be totally relied upon to manage the telephone coverage and call flow through the department.
Assists as needed in the development and editing of Power Point presentations, correspondence, and other documents from directors and managers. Provides information as needed to current and potential members, vendors, and business partners in a timely manner. Excellent follow-through on applicable correspondence is required.
Keeps all documents well organized and easily accessible for departmental staff. Responsible for sensitive and highly confidential [manual and automated] files, for maintaining confidentiality/security of those files, and for the continuous back-up of such files on the department’s external hard drive. Coordinates with document storage vendor on the scanning and pick-up of documents to be stored off-site.
Coordinates duties in conjunction with inter- and intra-departmental administrative support staff to provide office coverage.
Assists with CCPA credentialing and re-credentialing files as assigned.
Performs job functions adhering to service principles with customer service focus of innovation, service excellence and teamwork to provide the highest quality care and service to our patients, families, co-workers and others.
Knowledge, Skills and Abilities:
High school diploma or equivalent required. Additional post-high school education/training in secretarial, general business or BA in Health Care is preferred.
Three years general office or secretarial experience that includes one year of mid-level management support required. Hospital or physician office experience preferred. Five years of professional experience is strongly preferred.
Extensive knowledge and experience working with Microsoft applications such as Microsoft Word, Excel, and PowerPoint. Experience with Adobe Creative Suites including Illustrator, Photoshop and InDesign preferred. Experience with sales/customer relations management software (Salesforce, Quickbooks, etc) also preferred.
Demonstrated proficiency in spreadsheet applications is mandatory. Above average knowledge of database management and computer skills is required.
Must have excellent organizational and prioritization skills to effectively manage priorities of multiple team members.
Ability to provide high level of quality customer service to team members, employees, management staff, in addition to external customers.
Internal Number: SAAJan18
About Children's Community Physicians Association
Children's Community Physicians Association (CCPA) is a pediatric independent physician association (IPA). CCPA is governed by an all pediatrician member elected board of directors. All CCPA members are board certified or board eligible pediatricians and pediatric specialists whom are affiliated with Ann & Robert H. Lurie Children’s Hospital of Chicago. CCPA members cover the greater Chicago metropolitan area and northwest Indiana. Our physicians are dedicated to excellence in quality and service.