WashU IT

Administrative Assistant

• Provide program and project support for research, administrative, and academic activities
• Coordinate and oversee complex projects and departmental activities, including personnel, payroll, and purchasing
• Address and resolve inquiries and handle confidential or sensitive information
• Draft, finalize, create, edit, and distribute communications, publications, presentations, and marketing materials
• Plan and coordinate meetings and events, negotiate with vendors, manage event budgets, and resolve event issues
• Manage fiscal activities, budgets, expenditures, accounts payable, purchasing, and financial-system entries
• Coordinate research proposal/grant submissions and monitor grant spending
• Schedule courses, classrooms, and laboratories; support faculty recruitment and tenure-review processes
• Maintain student records and online grade records, respond to student inquiries, and prepare admissions documents
• Provide complex calendar scheduling, appointment, travel, and engagement support
• Perform other duties as assigned

Administrative Coordinator III – Neurology

• Provide comprehensive administrative support to the Critical Care Advanced Practice Provider (APP) Program and APP Leadership Team within the Department of Anesthesiology
• Answer emails, respond to routine inquiries, and direct requests to appropriate individuals
• Draft, proofread, format, and distribute correspondence, reports, meeting materials, and other documents
• Maintain electronic and paper filing systems
• Receive and distribute deliveries
• Schedule meetings, appointments, conference rooms, and virtual meetings for APP leadership
• Coordinate travel arrangements and prepare travel reimbursements
• Maintain departmental calendars and assist with recurring meeting scheduling
• Support daily operations of the Critical Care APP Program
• Maintain APP contact lists, distribution lists, schedules, and departmental databases
• Prepare and distribute APP communications, announcements, and newsletters
• Coordinate meeting agendas, minutes, and follow-up items
• Maintain APP policies, procedures, and orientation materials
• Coordinate APP candidate interview schedules and communicate with applicants
• Coordinate orientation schedules and track onboarding requirements and documentation
• Assist with credentialing and privileging document collection and compliance requirements
• Maintain credentialing files and assist with Medical Staff Office requests
• Assist with clinical schedules and track schedule, PTO, and coverage changes
• Prepare staffing and scheduling reports
• Liaise with Business and HR partners regarding personnel and payroll information
• Assist with employee onboarding and separation paperwork and maintain confidential personnel records
• Maintain databases, spreadsheets, and tracking logs
• Compile staffing, education, credentialing, and operational reports
• Assist leadership with special projects
• Maintain office equipment and coordinate service requests
• Monitor office supply inventory and maintain directories and contact information
• Update departmental webpages and electronic resources
• Coordinate food and beverage orders, setup, delivery, and expense reconciliation for meetings, interviews, and events

Administrative Assistant I – Anesthesiology

Software Engineer

• Conduct workflow studies and analyze business practices
• Analyze and document existing processes related to information technology solutions
• Code, monitor, maintain, test, and debug software applications
• Follow change management processes
• Facilitate code reviews and enforce code standards
• Develop and execute test plans
• Research and evaluate new technologies, products, specialized hardware, and tools
• Make recommendations to management and customers
• Help ensure team members complete assigned tasks and take corrective action to stay on schedule
• Support complex operational activities and recoveries
• Coordinate with software vendors and external service providers
• Troubleshoot escalated software bugs and provide fixes
• Provide off-hours support as needed
• Cultivate customer service and enforce departmental standards
• Instruct, train, and guide less experienced staff
• Perform other duties as assigned

Application Developer III – Emergency Medicine

Technician

• Lead and oversee sterile processing in the clinical ambulatory care setting
• Decontaminate, prepare, sterilize, and distribute instrumentation to clinical exam and procedure rooms
• Maintain and control sterile and non-sterile supplies
• Identify and remediate equipment and process failures and hazards
• Support high-level disinfection procedures
• Serve as a primary resource for others and contribute as a high-functioning clinical team member
• Disassemble, inspect, clean, test functionality, and assemble instrumentation and power equipment
• Troubleshoot steam and low-temperature sterilizers and notify the supervisor of priority needs, malfunctions, or repairs
• Maintain records and documentation for sterile processing, inventory, usage, and damage reports
• Manage EH&S inspections of sterile processes
• Collaborate with leadership on planning, operation, and training for sterile processing
• Oversee, coordinate, and assign duties
• Recommend improvements to service quality
• Coordinate maintenance of space, equipment, and supplies
• Train others in proper processing and handling of instruments and scopes

Sterile Processing Technician II – Otolaryngology

General

• Perform pre-award duties for basic or moderately complex proposals
• Work with faculty on proposal preparation and submission
• Assist with proposal budgets, analysis, and justifications
• Serve as liaison between the Chair, faculty, department administrators, and business managers
• Coordinate submissions, prepare budgets, obtain pricing quotes, and compile compliance data
• Compile and submit complete grants according to agency and university guidelines
• Prepare and review agency forms and enter grant budget documents online
• Obtain PI and institutional signatures
• Initiate subaward setup through the SUBS system and coordinate handoff to post-award staff
• Coordinate with Post-Award and OSRS to implement contracts and subcontracts
• Provide notices of award and sponsor documents to SPA and PIs, including terms and committed effort
• Monitor and support annual agency reports such as RPPRs
• Coordinate revised budgets with the Post-Award unit
• Oversee transfer of PI grants and contracts into WashU
• Coordinate responses to grant-related information requests, including biosketches, trainee information, and protocol approvals
• Maintain databases of submitted, awarded, and rejected grants
• Assist with post-award accounting, fund management, budget changes, purchasing documents, and year-end processes
• Perform other duties as assigned

Grants Specialist I – Neurosurgery

IT Support

• Create and execute project communication plans
• Develop and communicate project goals, responsibilities, expectations, risks, feedback, direction, priorities, events, and status
• Set and manage customer and stakeholder expectations
• Build working relationships with team members, vendors, and departments
• Influence project decision-making and secure stakeholder, sponsor, and senior-management approval of deliverables
• Select project-management methodologies and develop project plans
• Develop project charters, budgets, work breakdown structures, and supporting management plans
• Identify resources, negotiate resource use, assign responsibilities, and establish timeframes
• Manage project execution for IT department customers
• Track project health using schedule, scope, budget, and stakeholder-engagement metrics
• Analyze results, report status, and take corrective action
• Assign work and coordinate project resources
• Ensure deliverables meet quality-plan specifications
• Manage scope, requirements, and project changes
• Assess and mitigate risks and issues; engage teams to resolve problems
• Manage procurements and external service providers
• Schedule and facilitate project meetings
• Manage project closeout activities
• Lead and motivate project teams to meet deadlines and customer-satisfaction expectations
• Lend expertise to teams and task forces
• Facilitate lessons-learned sessions and identify continuous-improvement opportunities
• Ensure teams use internal project-management processes and documentation standards
• Participate in the PM Community of Practice
• Mentor and coach junior team members
• Collaborate with the Project Owner to develop budgets
• Manage project costs and forecasts against budget
• Identify and manage budget risk
• Quantify budget impacts of project changes with the Project Owner
• Perform other duties as assigned

IT Project Manager II

Program Coordinator

• Plans and implements programs and initiatives for assigned department.
• Assists with operational coordination of department programs and activities, social media and communication outreach, databases and file management, internal and external correspondence.
• Coordinates logistics arrangements of major domestic and international conferences and speaking engagements, including handling all travel arrangements and accommodations, catering arrangements for banquets and luncheons, logistics for speaking presentations, preparation of meeting schedules, crowd control and prompt processing of reimbursements.
• Assists with departmental purchases, travel and expenditures.
• Assists with program budgets.
• Performs other duties as assigned.

Program Coordinator II – Neurology

Operations

• Plans, analyzes, estimates and completes conceptual and detailed work products in support of the strategic efforts for facilities projects ensuring efficiency within designated budget.
• Consults and communicates with WUSM departments regarding planning and project advancement.
• Supports the strategic efforts through delivering detailed analysis for productivity and efficiency for projects as well as long-term estimates.
• Conducts need assessments and offers solutions for efficiency.
• Supports and leads project management initiatives and ensures effective transition of space planning efforts to project implementation.
• Provides development of detailed conceptual planning, programming and estimating as well as project transition.
• Participates in planning and supporting the development of information used in presentations and negotiations with business units.
• Remains consistent and aligned with WashU Senior Administration directives and plans.
• Participates in supporting complex scheduling planning projects, monitors work in progress and completes all documentation related to these efforts.
• Consults with departments to qualify and quantify specifics related to planning.
• Assists in the scope development for planning group and may include participation in RFQ's or services as well as for assigned studies and or planning projects.
• Estimates project cost, evaluates proposed modifications and changes as planning evolves offering recommendations and solutions for efficiency and favorability in expenditures.

Planner II – Interiors

Full-stack Engineer

• Provides technical and analytical work to develop, design, and/or support applications for research and clinical functions
• Participates in the design and development of informatics solutions using software engineering expertise
• Creates and performs unit tests, mentors junior software engineers, and plays an active role in test case planning
• Applies advanced knowledge of software engineering principles to develop and write original software
• Implements client and web-based applications using enterprise scale languages, including Java, Javascript, and Python
• Mentors junior software engineers and participates in code reviews

Senior Software Engineer – Radiology

Public Health

• Assists investigators as coordinator of a public health research study
• Manages all phases of study/protocol
• Ensures compliance with protocol guidelines and regulatory agencies
• Establish record-keeping systems
• Makes assessments of participants’ progress in the study
• Analyzes, investigates, and reports adverse events
• Recruits and enrolls study participants
• Develops and prepares informed consent packets
• Administers/scores tests and evaluations
• Collects public health data under public health research protocols
• Other duties as assigned

Public Health Research Coordinator I – Palliative Medicine

Billing Specialist

• Maintain documentation on procedures and processes
• Assist staff and clinicians with daily operations
• Work with billing and coding teams to improve practices
• Create processes to reduce and recover lost revenue
• Provide oversight and management of division work queues
• Handle special billing-related projects
• Advise on current system processes and enhancements
• Test and coordinate new processes prior to implementation
• Train on new billing, documentation, or coding changes
• Assist with audits of physician billed activities
• Serve on billing workgroup committees

Billing Specialist – Anesthesiology

Trainer

• Active participant on training team based in particular area of clinical or business expertise
• Attend and successfully complete the six to nine week Trainer Credentialing Program in St. Louis
• Deliver standardized, instructor led, scripted training curriculum to Providers, clinical and non-clinical staff
• Conduct engaging and effective training sessions to diverse audiences
• Perform attendance and competency assessment tracking after each class
• Complete required documentation related to class sessions
• Incorporate the principles of Adult Learning in training classes
• Assess training needs before, during, and after each class
• Provide support to all staff and providers according to assigned coverage schedule
• Conduct rounding to BJC Healthcare and WashU sites during the initial weeks of go-live to support end users
• Identify issues and concerns and communicate those back to the project team for discussion and resolution
• Promote effective use of the Epic system and serve as a change agent

EHR Credentialed Trainer

• Develops fee schedule proposals and counter proposals to assist in negotiation
• Maintains fee schedule data for all commercial and government payers
• Responsible for managed care and transplant fee schedule integrity
• Ensures all fee schedules are updated and communicated
• Develops schedules and strategies to maximize annual updates to fee schedules
• Identifies contracting opportunities to enhance net revenues
• Monitors and articulates industry and government trends impacting managed care pricing
• Interprets managed care contracts and assists in resolving disputes
• Maintains transplant contracting database
• Provides analysis and reporting support to PBS and Faculty Practice Plan

Analyst, Managed Care Reimbursements – Physicians Billing Services

• Performs advanced follow-up on insurance billing and collection activities
• Makes collection calls and verifies the accuracy and completeness of insurance records and claims
• Contacts insurance companies and/or collection agencies to expedite payments
• Reviews patient accounts for accuracy
• Utilizes Epic and payer websites for claim submission and status inquiries
• Supports customer service unit in billing and collection questions
• Assists with training new staff
• May act as Team Lead and assist with special projects

Insurance Billing/Collection Assistant III – Surgery

Therapist

• Supports all clinical practice sites with billing and pre-arrival duties
• Verifies accuracy and completeness of billing charges
• Contacts insurance companies and patients for verification and pre-certification
• Enters demographic and insurance/referral information into patient electronic medical record
• Maintains communication with providers and referring physicians
• Participates in quality improvement activities to ensure appropriate clinical outcomes