OFFICE ASSOCIATE II

Description

The University of Alabama at Birmingham (UAB) seeks an OFFICE ASSOCIATE II to serve as the primary Epic resource for the division and provide support to faculty, nursing staff, and administrative personnel regarding Epic scheduling and workflow issues. Maximize template utilization by filling all empty slots. Identify and troubleshoot scheduling, registration, and workflow issues within Epic and coordinate resolution with appropriate support personnel. Generate and maintain Epic reports related to clinic access, provider utilization, patient scheduling, and operational metrics. Participate in Epic upgrades, testing, validation activities, and implementation of new scheduling workflows. Assist with managing OnBase faxes, uploading and routing faxes from patient EMR.

RESPONSIBILITIES:

• 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.

(Hourly Rate: $15.00 - $20.00)

Qualifications

High School diploma or GED and five (5) years of related experience required.

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.

Primary Location

: University

Job Category

: Clerical & Administrative

Organization

: 311653000 Ped - Infectious Disease

Employee Status

: Regular

Shift: Day/1st Shift

Work Arrangement (final schedule to be determined by the department/hiring manager): Onsite