Executive Secretary Office of Billing Compliance - Full-time

**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: Corporate Services Department: Office of Billing Compliance Hours: M-F, 8 hr days, hybrid Location: 150 Monument Road, Bala Cynwyd, PA Summary: + The Executive Secretary is responsible for the efficient and effective administration of all assigned areas. In this capacity, the incumbent provides administrative and secretarial support to the department Associate Vice President, Billing Compliance Officer, Director, Associate Directors, and other members of the Office of Billing Compliance. Using work planning and follow-through skills, the incumbent exercises confidentiality and sensitivity in the performance of highly responsible duties under minimal supervision. Responsibilities: + Provides administrative support to the department AVP, Director, Associate Directors, and other members of the Office of Billing Compliance to include managing the calendars for the AVP, Director, and Associate Directors, apprising him/her of issues and actions on his/her agenda meeting coordination for various committees reviewing incoming correspondence and documents, preparing correspondence and documents for distribution preparing Check Requests and Reimbursements for Disbursements to ensure timely payment of authorized invoices maintaining appropriate inventory of stationery items providing telephone coverage for AVP and Director reporting equipment failures for prompt repair act as back-up administrative support for all areas of Billing Compliance. + Secretarial support for large-scale projects with minimal or no supervision. Arrange appropriate and cost-effective travel arrangements, accommodations and any other relevant arrangements for AVP, Director and Associate Directors. Accurately complete disbursement and expense forms as appropriate. Resolves problems to work assignments, office functioning, and/or office services in a timely and effective manner. Processes incoming documents and materials sorting and distributing as appropriate. + Schedules and/or reschedules extensive appointments, meeting and/or other activities for the AVP, Director, and Associate Directors. Accurately assures that all parties are informed of purpose, attendees, time and location of meeting. Acts as liaison between AVP, Director, and other meeting attendees. Maintains accurate calendar for AVP, and Director on computer in Outlook and reminds them of appointments and meetings before hand. Provides all relevant meeting materials in advance of meeting with appropriate copies as needed. + Coordinate Conference Call meetings when appropriate via Ready Conference Plus. + Maintain a trusted, confidential and professional relationship with Health System and University officials and assistants to complete the effective management and coordination of the Office of Billing Compliance AVP. + Interacts with equipment repairmen to insure minimal down time. + Reviews and processes for payment for service incurred by the Office of Billing Compliance AVP. + Prepare Director for Department Finance Meetings – generate documentation from Audit Results utilizing MDAudit System. + Keeps excessive filing system both manually and on the computer for AVP and Director. + Coordinate verbal/written communication while exercising sound judgement, accuracy, and attention to detail and effective communications with employees on all levels, external contacts and visitors. Extensive contact with faculty and staff to include UPHS Administration, clinical departments, Office of General Counsel and Medical Record Department. Routine contact with staff and leadership of the University of Pennsylvania Health System, visitors to the Office of Billing Compliance and Review Services, UPHS Purchasing department, Accounts Payable, vendors, internal and external auditors and external attorneys and regulatory agencies. + Demonstrates the customer service orientation of Billing Compliance to all constituencies. Facilitates processes and systems that support the UPHS goals for compliance. Exercises confidentiality with respect to payroll and employees personnel files. + Administrative responsibility for Compliance Education and Training sessions. Schedule approximately 100 sessions per year for departments Annual Billing Compliance Education Sessions to include date, time, location and audio visual needs. Apply manual CME and Knowledge Link credits to all providers who attend scheduled sessions. Duplicate presentations for Physician Educator for scheduled presentations + Oversees Accounts Payable/Purchasing functions for the Department to include purchasing supplies and equipment. + Performs duties in accordance with Penn Medicine and entity values, policies, and procedures + Other duties as assigned to support the unit, department, entity, and health system organization Education or Equivalent Experience: + H.S. Diploma/GED (Required) + 3+ years of administrative/relevant office experience. (Required) + Experience working in a healthcare/university setting. (Preferred) 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 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: 287933