Physician Services Coordinator - Physician Services * Days - 40hrs/wk
University of Michigan Health-West
Wyoming, MI
Requisition #: req11413 Shift: Days FTE status: 1 On-call: No Weekends: No General Summary Under minimal supervision, the Recruitment Coordinator coordinates the process and takes responsibility for numerous details to facilitate smooth operation for the successful recruitment of the medical staff for the health system and the clinical staff for the hospital and Plazas. Requirements
- Bachelor’s Degree in business administration or healthcare (or equivalent experience).
- Experience in PC applications including Excel, Word, Groupwise, Powerpoint, Internet
- Excellent communication skills, both oral and written are required. Must be able to make effective decisions and judgments; work independently; take initiative with little direction; and be flexible and able to adjust to changing priorities. Detail oriented and well organized. Must maintain high degree of confidentiality and tact.
- Generates professional-looking and accurate correspondence from the recruitment office to physicians, attorneys, medical schools, and executives from other institutions and businesses.
- Maintains awareness with high degree of confidentiality on hospital, medical staff and corporate issues.
- Arranges travel itineraries and reservations, seminar and conference exhibits.
- Prepares expense reports and tracks and verifies monthly hospital credit card statement expenses.
- Prepares legal documents: Letters of Intent, Employment Agreements, Income Guarantees, Promissory Notes, UCC forms, etc.
- Tracks vacation time and other absences for personnel reporting to the Director.
- Tracks all contracts and identifies renewal times
- Oversees the details & communicates with people living in recruitment houses.
- Conducts research on Internet for advertising on Medical Specialty web sites.
- Enters and updates job descriptions on all web sites for open opportunities.
- Collects & maintains an up-to-date assembly of promotional materials for the health system & greater Grand Rapids
- Prepares packets & mails information to all prospective candidates
- Prepares advertising flyers or post cards for sourcing candidates.
- Coordinates multiple mass mailings to medical students, interns, residents, fellows, and physician organizations.
- Collects & records resumes from all sources. Conducts searches on data bases.
- Communicates regularly with Sourcing Services and web sites’ staff
- Schedules interview itineraries for candidates with medical & hospital staff.
- Coordinates all travel arrangements: airplane, hotel, restaurant, & auto reservations for candidates.
- Maintains a tracking system for all interview expenses.
- Distributes copies, faxes or mails documents for all communication with medical staff, Human Resources, Risk Management, Metro Enterprises, etc.
- Prepares contract checklists for all newly recruited physicians.
- Researches & copies all salary survey information from 5 recommended sources for each recruitment, distributes to Administration & Risk for the Board approval
- Monitors all employment protocol for each new physician or mid-level provider
- Maintains lists of recruited physicians & prepares monthly & annual reports.
- Prepares and distributes agenda & minutes for Physician Leadership meetings.
- Manages the relocation of physician & family and the preparation for new employee/ private practitioner.
- Contacts & communicates with the moving companies prior and during the relocation. Obtains bids, manages the paper trail, delivers bill to Accounting.
- Initiates interviews with bankers, accountants, realtors, insurance companies, etc. for new physician
- Provides benefits packets for new employees & schedules appointments with Employee Health and UDS . Copies relevant documents & licenses
- Schedules photo sessions and picks up photos
- Prepares announcements and submits to GR Press, Business Journal, Advance,
- Designs & orders formal announcements, obtains mailing labels from hospitals.
- Prepares panel cards & coordinates the printing, delivery & distribution
- Coordinates & distributes all information for credentials, privileges, & licensure
- Organizes hospital orientation for new medical staff consisting of scheduling appointments with hospital managers and vice presidents; plans the daily schedule. Orders keys, pagers, phones, meal accounts, phone directories, etc.
- Assistance with social functions for medical staff, invitations and RSVP’s.
- Orders, prepares, and distributes holiday cards and gifts
- Orders supplies for the department
- Maintains the supply of give-aways for all exhibits and conferences
- Packs all required supplies, packets, displays and give-aways into cases for the recruiters. Responsible for shipping cases & boxes to out-of town conferences.
- Supervises the volunteer for envelope stuffing, making packets, mailing, filing.
- Copies, faxes, files job applications for Corporate Recruiters
- Verifies credentials for clinical applicants
- Other projects as assigned.
Posted 2025-12-24
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