Administrative Coordinator - Facial Plastic & Reconstructive Surgery - Center City

Administrative Coordinator

A full-time Administrative Coordinator role supporting the clinical and academic operations of the Facial Plastic & Reconstructive Surgery (FPRS) division within the Department of Otolaryngology. This position provides comprehensive administrative and secretarial support to FPRS faculty and serves as the operational backbone of the division, spanning patient-facing coordination, revenue-cycle functions, and executive support for academic attendings.

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Serves as the first point of contact for the FPRS division, fielding and triaging high patient call volume and routing clinical and administrative inquiries appropriately.
• Coordinates and books surgical cases across attendings, manages OR scheduling logistics, and communicates case details to patients and families.
• Obtains insurance authorizations, referrals, and pre-certifications for procedures and imaging to prevent claim denials and protect divisional revenue.
• Trained and authorized to collect and post patient payments, including cosmetic deposits and balances, ensuring accurate point-of-service collection.
• Provides high-quality administrative/secretarial support to FPRS attending surgeons, reducing administrative barriers and supporting the academic and scholarly obligations of faculty in a discretionary manner.
• Prepares and formats presentations, lecture materials, and seminar announcements for talks, grand rounds, and speaking engagements.
• Assists faculty with conferences and meetings; maintains and prepares schedules; prepares itineraries; and coordinates domestic and international travel arrangements.
• Processes Concur reimbursements, PaymentNet reconciliation, and Payment Requests.
• Maintains faculty calendars; initiates and organizes meetings for faculty requesting assistance; prepares agendas and takes meeting minutes.
• Manages supply and injectables inventory to keep clinics and procedures fully stocked, and provides first-line IT and audiovisual support so faculty can present and work without disruption.
• Provides flexible cross-coverage to nurses and financial coordinators as day-to-day needs arise; responsible for handling day-to-day administrative needs and meeting deadlines.

Minimum Qualifications

• High School Diploma/GED
• 2 years of related professional work experience in a clinical or academic healthcare environment.
• Excellent and accurate typing skills and the ability to work independently with diligence and manage multi-task assignments are required.
• Excellent written and oral communication and organizational skills required. Knowledge of medical terminology.
• Familiarity with computer software and hardware, including EMR systems (Epic), Microsoft Office Suite, and scheduling and patient-imaging software.

Preferred Qualifications

• Bachelor's Degree
• Prior experience in a surgical or specialty clinical setting (e.g., Otolaryngology, Facial Plastics).
• Familiarity with HIPAA, insurance authorization workflows, and surgical scheduling.

Additional Qualifications

Physical Demands Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Jefferson University Physicians

Primary Location Address

925 Chestnut Street, Philadelphia, Pennsylvania, United States of America