OFFICE ASSOCIATE II

Schedule, coordinate, and manage patient appointments for assigned providers. Follow division protocol for scheduling, rescheduling, and cancelling patient appointments. Coordinate clinic schedules, provider blocks, and patient movement due to scheduling changes. Work with faculty and nursing staff to maintain appropriate clinic volumes and patient access. Assist patients and families with appointment-related questions and scheduling concerns. Monitor cancellation reports and wait lists to maximize clinic utilization. Coordinate referrals, diagnostic testing, procedures, and outside appointments as directed. Process appointment reminder activities and assist with telehealth scheduling when applicable. Route scheduling concerns and patient calls to the appropriate clinical staff.

Provide administrative support to assigned faculty and division. Compose, type, edit, and distribute correspondence, reports, meeting minutes, and departmental communications. Coordinate meetings, conferences, calendars, and special events. Prepare presentation materials and reports for meetings and division activities. Manage CHB Conference Room scheduling and communication. Process travel requests, travel reimbursements, requisitions, purchase requests, and vendor payments. Assist with data collection, special projects, and operational initiatives. Serve as liaison between faculty, staff, administration, and external departments.

Process and manage monthly incoming departmental invoices. Monitor purchases and maintain records related to division expenditures. Assist with inventory management and ordering office and clinical supplies. Verify invoices and supporting documentation for accuracy. Maintain tracking spreadsheets and operational reports as needed. Coordinate vendor communication and follow-up regarding orders and services.

Serve as a departmental resource for Epic scheduling and administrative workflows. Provide cross-training to administrative staff regarding Epic, scheduling processes, and departmental procedures. Assist with onboarding and orientation of new employees. Serve as administrative lead in the absence of the Administrative Supervisor when assigned. Assist with workflow improvement initiatives and implementation of best practices.

Answer and route incoming telephone calls. Page on-call service providers as needed. Maintain files, records, forms, and departmental documents. Receive, distribute, and process incoming correspondence. Provide backup coverage for other administrative staff as needed. Perform other duties as assigned in support of division operations.

Perform other duties as assigned.