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Unit: School Of Medicine MBU

Department: Pediatrics

Department Summary: Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

Duties & Responsibilities:

Position Summary:

This position is to support the administrative functions of the VCU Ryan White Program Team. In accordance with program standards and needs, this position will provide support to staff and clients.

Core Responsibilities:

Responsibility 1:  Front Desk Support (40%):

• Greet clients as they enter the office, arrive them in EMR and contact provider.
• Schedule follow up appointments as needed for Mental Health and Ryan White services.
• Answer main phone line and address issue or connect caller with appropriate staff member.
• Maintain professional and effective communication with care providers, including ID clinic, VCU HS Psychiatry, and community partners.

Responsibility 2: Program Coordination (35%):

• Process referral forms as needed.
• Enter data in the program’s database.
• Enter program coverage in EPIC
• Process and verify program coverage from case managers
• Assist Program Service Coordinator with special projects to include medical and MH no-show reports, insurance identification, and disenrolling clients from the program and other projects as needed.

Responsibility 3: Linkage assistant (20%):

• Provide assistance to Linkage Coordinator.

Responsibility 4: Professional Development / Continuing Education (2%):

• Annually attend or complete at least one pre-approved professional development/continuing education sessions
• Attend all team meetings prepared to discuss any achievements or opportunities for improvement related to assigned duties and attend all annual retreats and special functions.
• Attend any supervisor-required meetings, trainings, competencies, and/or site visits.

Responsibility 5: Other Duties as Assigned (3%):

• Assist or execute other tasks as needed by the program or supervisor.

Qualifications:

Minimum Qualifications

• Knowledge of HIPAA and ability to implement privacy and confidentiality practices.
• Excellent customer service and interpersonal skills.
• Excellent time management and organization skills.
• Ability to demonstrate superior teamwork behaviors.
• Ability to work independently.
• Ability to adapt to any changes in federal and state grant requirements.
• Proficient in MS Office.
• Outstanding communication skills, oral and written.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Additionally, the Ryan White Program Assistant will possess the following:

• Attention to detail.
• Ability to multi-task.
• Strong knowledge of program coordination.
• Willingness to learn more about HIV/AIDS.
• Ability to meet specific deadlines and coordinate multiple tasks.

Preferred Qualifications

• Cultural competency in working with populations from all backgrounds and experiences.
• EPIC/ EMR Experience.
• Experience with Insurance.
• Preferred Bachelor’s degree from an accredited university or college or equivalent experience.

Salary Range: $45,000 (Commensurate with experience)

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: Yes

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 19031N - Administrative Coordinator GA 1

Contact Name: Jewel Jefferson

Contact Email: jewel.jefferson@vcuhealth.org