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Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Entity: Clinical Practices of University of Pennsylvania

Department: Med HUP EPS Lab

Location: Hospital of the University of Pennsylvania- 3400 Spruce St

Hours: Full Time

Summary of Accountabilities:

Responsible for the endeavors of the office of the Section Chief/Director of Electrophysiology for UPHS, Director of the Electrophysiology Program, Director of EP Research, and Director of EP translational Center of Excellence including research, fellowship, financial, communications, strategic planning and development activities. Provides administrative support to section Chief’s communications--internal and external, alumni relations and customer service. Responsible for the coordination and administration of special projects as assigned by the Section Chief and Program Manager, including but not limited to those related to development, marketing and communication, faculty recruitment, EP Fellowship, research, education, industry contacts, lecture schedules, publications, CVs, reimbursements, symposia coordination, and other programs to enhance the success of the EP program along with patient and staff satisfaction. Manages a complex schedule and travel schedule and support all financial tracking and reimbursement according to health system policies and guidelines. Promotes a team environment that values employee satisfaction and professional ownership.

EP SPECIFIC ACCOUNTABILITIES:

Physician Support (Academic)

• Maintain physician’s daily calendar, dept. schedule, office hours and meetings – prioritizes appointments and manages interruptions/distractions.

• Prepares and disseminates, in advance, documents/agendas needed for meetings, appointments, and presentations.

• Transcribes, copies, and disseminates correspondence, letters of recommendation, manuscripts, grant applications, patient correspondence, discharge summaries, and any other documents as needed.

• Updates physician credentials (MD license, DEA, privileges for HUP, PAH, Princeton and CHOP).

• Arrange and/or facilitate and manage complex and detailed domestic and international travel and virtual plans for section Chief.

• Compiles and submits expenses for travel, subscriptions, memberships and books for reimbursement in a timely fashion.

EP Section Clinical/EP lab/Inpatient monthly schedule:

• Creating and reviewing with Dr. Marchlinski the monthly schedule of 18 physician faculty for the EP labs at HUP, VA, and PAH along with 6 outpatient office locations including the rounding and consult service.

• Coordinating and creating on a monthly basis , update as necessary considering time off requests of all physicians and communicate to all.

• Major task with high complexity necessitating a detailed oriented individual with great understanding of the roles of each physician.

• Managing and Coordinating Daily EP Conference Activity: Coordinates and provides weekly overview and then daily updates. This includes daily case review, identification of lecture topics from the EP physicians, in services from product vendors, visiting faculty lectures or EP related GR and coordinates, tracks, and distributes information in a timely fashion on a daily basis.

Coordinating EP Visiting Professors Visits:

• Coordinates once monthly visiting professor/faculty travel and accommodations.

• All these visitors require appropriate CME paperwork, assistance with travel and hotel arrangements, honorarium request and processing. Ordering meal and food delivery service, creating purchase orders and following up on reimbursement processes are all required.

Coordinates/Facilitates EP Visiting Scholars Participation at PENN:

• Penn’s EP program has International reputation as Center of Excellence and typically 2-4 National or International Visiting Scholars observe in our EP laboratories per month. The scholars typically stay for a 1-2 week period and PENN’s reputation is enhanced by the effort. Each scholar’s participation requires pre -approval with completion of appropriate documentation, daily participation needs to be facilitated and tracked; travel and hotel arrangement assistance is provided, educational information is distributed about our program and value/effectiveness of the Scholars participation is documented.

Management of EP Development Gift Funds (patient philanthropy):

• Currently 11 separate funds and 22 individual donors. Track all scientific PENN EP publications attributable to each Gift Fund (scientific articles, abstract presentations) – keep attributions to individual funds evenly distributed. Create biannual correspondence.to each of individual donor which includes: letter of gratitude, copies of EP publication list for prior year, photos of presenters at abstract presentations, copies of scientific articles with support attributable to the individual fund. During the last 5 years there has been over $1.300,000 in gifts funds raised – a large portion of the funding has been received from patients who have given funds previously and expressed appreciation of the feedback we provide through Lillian’s administrative services.

Maintain and Distribute list of all scientific publications:

• A list of all publications for the EP program (approximately 50-100 per year) is maintained and updated at least monthly and prepare correspondence with academic leadership related to EP academic productivity and achievement. Provide support for the EP website and update academic information including publications. Publication list is updated using PUB MED and information is shared also with EP faculty to facilitate updating faculty CVs.

• Prepares and edits letters of recommendation for about 20 EP physicians per year which EP program director is asked to provide in his role as academic leader in electrophysiology.

• Coordination of payment of publication costs for over 30 scientific article per year for the EP Section

Provides support for EP fellowship program:

• Specifically, as it relates to research fellows and international clinical fellows - visa issues, salary support, health care benefit support etc.

• Provides support for faculty recruitment and communication.

• Prepare and Maintain Program Director’s Academic Schedule.

• Helps coordinate all correspondence, scheduling, travel - maintains an updated and detailed commitment schedule.

Maintains and updates Program Director’s Academic CV/NIH Biosketch:

• Assists in Manuscript/Chapter/Book/ Grant Sinus Node Leducq + ARVC NIH preparation and submission. Addresses publication costs, permission for figure use, invitation to Co Authors, collection of Book Chapters.

• Prepare and Maintain Program Director’s Administrative Meeting Schedule

• Maintain Program Directors Quality and Cost Saving Initiative Documentation – Arrhythmia Disease Team for Cardiovascular Service Line.

• Support EP Program Director in his role as member of editorial board for 10 major Cardiac Journals and is responsible for reviews of at least three to 5 articles per week.

• Coordinate all of the reviews and help get done in timely fashion including efforts to providing copies of articles, typing dictated reviews, and providing editorials in timely fashion.

• Ensure that meetings, deadlines, presentations, book contributions, manuscript reviews and other duties are carried out seamlessly and Director’s deadlines are met.

• Implement and utilize an organized filing system of paper and electronic documents. Use to provide historical reference.

• Serve as project manager for multiple book chapter contributions and manuscript reviews, coordinate with editors.

• Work with legal department to ensure outside confidential contracts and agreements have approval for Director’s signature.

• Respond to high volume level of meeting requests. Schedule timely meetings with Senior Hospital and University Staff.

• Keep Director organized in all his roles and prepare for all meetings and travel. Make sure all materials are printed out and organized for meetings.

• Draft preliminary responses of e-mails/general correspondence/letters of reference for Director’s signature.

Research Related Responsibilities:

• Coordinate submission and approval of journal articles, manuscripts and permissions as directed by the physician.

• Coordinate and complete appropriate publishing and funding agency forms required for submission of papers, abstracts, and grants.

• Obtain requested information from the Internet, library and other sources as needed.

• Assisting with various research projects.

• Performs other program tasks as needed.

Education/Experience:

• H.S. Diploma/GED (Required)

• 5+ years Medical Secretary (Required)

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

REQNUMBER: 225954