As one of the nation’s leading pediatric health care systems, Nemours is committed to providing all children with their best chance to grow up healthy. We offer integrated, family-centered care to more than 300,000 children each year in our pediatric hospitals, specialty clinics and primary care practices in Delaware, Florida, Maryland, New Jersey and Pennsylvania. Nemours strives to ensure a healthier tomorrow for all children – even those who may never enter our doors – through our world-changing research, education and advocacy efforts. At Nemours, our Associates help us deliver on the promise we make to every family we have the privilege of serving: to treat their child as if they were our own. 

In addition, this administrative assistant is responsible for scheduling cardiac procedures based upon cases orders and directives provided by physician staff in accordance with Nemours’ policies and business practices. Obtaining accurate information from families and updates and maintain all documents, schedules and databases necessary for the accurate and timely scheduling of the cardiac procedures. Informing families of necessary information including but not limited to traveling directions, lodging accommodations outside of the Alfred I. duPont Hospital for Children, EMMI program, all physician instructions and any insurance requirements (authorizations, referral letter, and pre-certifications). Creating cases in Optime and assigning to the appropriate room .

Functions:

Providing administrative support services to the Nemours Cardiac Center.  These services include but are not limited to supporting the Director of Electrophysiology (EP) Lab, Director of Cardiac Nursing, CICU Nurse Manager, cardiac intensivists and other departmental clinical and administrative staff; maintaining CV’s with updated information, tracking CME credits, maintaining records and applications for faculty appointments, schedule administrative and nursing meetings, arranging all aspects of travel, meeting preparation including registration and itinerary, and presentation preparation.  Process expense reimbursements reflecting adherence to center budget codes and policies.  Complete communications (letters, reports, memos, forms, etc.).

Schedule cardiac procedures based upon cases orders and directives provided by physician staff in accordance with Nemours’ policies and business practices.  Obtain accurate information from families and updates and maintain all documents, schedules and databases necessary for the accurate & timely scheduling of the cardiac procedures.

Inform families of necessary information including but not limited to traveling directions, lodging accommodations outside of the Alfred I. duPont Hospital for Children, EMMI program, all physician instructions and any insurance requirements (authorizations, referral letter, and pre-certifications).  Coordinates necessary support services for families including but not limited to interpretative services and social services.  Create cases in Optime and assign to the appropriate room .

Process payment requests for the Nemours Cardiac Center by accurately completing expense forms, providing documentation, and obtaining authorization for payment.  Submit requests to Accounts Payable.  Correspond with vendors and respond to inquiries.  Research and resolve payment discrepancies and issues. 

Responsible for purchasing activities associated with the prudent, economic and timely acquisition of supplies and services for specified commodities for the Nemours Cardiac Center.  Order and maintain supplies, equipment and services required for administrative and clinical operations in a timely and cost effective manner.  Expedite orders and handle returns.  Analyze and review purchasing requisitions for complete information and proper authorization.

Coordinate and complete travel arrangements (air/train, hotel, and car service) for out-of-town candidates or visitors and prepare interview itineraries.  Manage the interviewing process between physicians/management and new hire candidates. 

Providing front-line customer services in the cardiac administrative office. Services include but not limited to answering incoming calls and responding to telephone inquiries whenever possible, appropriately routing calls, recording adequate messages, relaying telephone and fax messages, dropping off,  picking up and sorting departmental mail, greeting and assisting patients, their families and visitors.

Provide cross coverage in the cardiac administrative areas as directed by office manager.  Participate in professional growth and development activities.

Attend cardiac support staff regular meetings and daily huddle.  Prepare and distribute meeting documents.  Transcribe and finalize meeting minutes.

Requirements:

Our dedication to professionals who are dedicated to children frequently earns Nemours a spot on the list of top workplaces in the communities we serve. Our Associates enjoy comprehensive benefits, including our unique “Bridge to a Healthy Future” pediatric health plan, an integrated wellness program, opportunities for professional growth, and much more. As an equal opportunity employer, Nemours focuses on the best-qualified applicants for our openings.