Clinical Affairs Coordinator

Western Michigan University Homer Stryker M.D. School of Medicine - Kalamazoo, MI3.4

CommissionEstimated: $47,000 - $68,000 a year
Western Michigan University Homer Stryker M.D. School of Medicine is seeking a Clinical Affairs Coordinator. Responsible for providing

a full range of administrative support and project coordination to the Director of Clinical Services and the clinic leadership team. Works collaboratively with the clinic leadership team to coordinate development and systematic revision of clinical policies and standard operating procedures. Independently manages multiple tasks and projects with competing priorities and deadlines. Coordinates and maintains administrative processes. Handles details of a highly confidential and critical nature. Must function efficiently and effectively in a fast-paced professional environment.

Manages the daily schedule of the Director of Clinical Services ensuring that the Director is aware of his/her schedule and prepared for all meetings in advance; keeps appointments and meetings on time, or changes schedules when necessary.
Independently processes and/or composes correspondence, reports, agendas, minutes, documents, and presentations in response to routine inquiries.
Coordinates with clinic leadership and oversees the process for systematic development and review of clinic policies, standard operating procedures, protocols, and standing order templates.
Develops and maintains a system that alerts to upcoming deadlines related incoming requests, events, or meetings.
Analyzes incoming correspondence including telephone messages, faxes and email (from multiple inboxes) to determine significance and assigns to appropriate clinic leadership.
Develops and maintains Outlook distribution groups for key clinical communications.
Ensures excellent communication and coordination with internal and external stakeholders.
Tracks all issues to satisfactory resolution and completion.
Contributes to, and coordinates special projects, as required.
Compiles and submits required clinical statistics and performance measures to the Director and clinic leadership, such as phone reports.
Supports and assists the Director with the interview and orientation process for new clinic leadership positions.
Organizes and maintains patient files for the KPEP contract.
Maintains documentation and files to support regulatory and accreditation requirements.
Uses OneSource system to process payments and reimbursements for clinical business purposes.
Supports and assists clinic leadership with coordination of The Joint Commission accreditation and PCMH requirements.
Maintains log, and assists with tracking and following trends for clinic-related incident reporting.
Sorts and distributes department mail.
Coordinates clinic locker assignments with clinic leadership.
Coordinates formal communication from the Office of Clinical Affairs including a bi-weekly e-newsletter, clinic digital signage, email, huddle boards, and web updates.
Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
Acquires knowledge for new technology and policy/procedure revisions.
All other duties as assigned.
Bachelor’s degree required.
Minimum of three years of administrative support, project coordination, or related experience preferably in healthcare or education required.
Demonstrated proficiency using Microsoft Office suite (Word, Excel, PowerPoint, Access, Visio, Project), Adobe Acrobat, email, scanning and document management software, and internet research skills.
Proficiency in grammar, spelling, and written communication.
Must have skill and knowledge of clinical policies and practices.
Knowledge of basic medical terminology.
Proficiency in administrative and clerical procedures, systems organization, management of printed and electronic files and records, transcription, form design and other office procedures.
Ability to handle high-level administrative issues, analyze, and solve work-related problems.
About Western Michigan University Homer Stryker M.D. School of Medicine

As one of the newer US medical schools, WMed is an exciting environment to pursue an academic career. The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching hospitals, Ascension Borgess Health and Bronson Healthcare. The medical school is a private 501(c)(3) nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. WMed is fully accredited by the Liaison Committee on Medical Education (LCME) and also by the Higher Learning Commission (HLC). The inaugural medical student class graduated in 2018 after completing an innovative, patient-centered four-year curriculum that prepares them to be exceptional clinicians, leaders, educators, advocates, and researchers of tomorrow. There are more than 200 residents and fellows in ten residencies and three fellowships accredited by the Accreditation Council for Graduate Medical Education (ACGME). WMed has Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education (ACCME). The School of Medicine Clinics are housed in a modern 60,000 square foot clinical building on the Oakland Drive Campus and are accredited by The Joint Commission with recognition by the National Committee for Quality Assurance (NCQA) as a Patient-Centered Medical Home. The 350,000 square foot educational building on the W.E. Upjohn M.D. Campus located in downtown Kalamazoo underwent a $78 million renovation and expansion project including two laboratory research floors and a state-of-the-art Simulation Center that is accredited by the Society for Simulation in Healthcare. The Innovation Center on the Parkview Campus is a life science, technology, and engineering incubator serving the earliest startups to maturing companies with laboratory, office and conference space, access to core scientific equipment and expertise, and a wide range of support services.

Kalamazoo is a wonderful and vibrant city, located midway between Chicago and Detroit. It is a short distance from Lake Michigan, and home to two nationally ranked institutions of higher learning, Western Michigan University and Kalamazoo College. Kalamazoo is known for its community focus and emphasis on access to quality education at all levels. The Kalamazoo Promise is a nationally renowned program in which graduates of Kalamazoo Public Schools receive free tuition to attend public and private colleges in Michigan. Kalamazoo and Michigan provide extensive entertainment and recreational activities, including opportunities to enjoy the outdoors, unique restaurants and shops, and a strong culture supporting the arts.