Jill Guess
St. Louis,MO
Summary
Organized Office Manager with noted experience in administrative management. Prioritize projects and multitask effectively to achieve project goals. Methodical and detail-oriented team player with expertise in team leadership. Offering these skills and strong work ethic.
Overview
24
24
years of professional experience
Work History
Office Coordinator, Division of Cardiothoracic Surgery
Washington University School of Medicine in St. Louis, MO
11.2024 - Current
- Office Manager
- Managed a 25-member team through a divisional chief transition.
- Managing the schedule including managing vacation and sick time.
- Time and attendance reporting.
- Productivity in EPIC and OnBase.
- Monthly staff meeting and 1:1 with staff.
- Staff recruitment
- Arrange and complete interviews for potential new staff, including completing reference checks and utilizing HR.
- Onboarding new staff.
- Clinical supervision
- Ensuring Medical Assistants, medical secretaries and Nurse Practitioners are following their Standards of Operating Procedures.
- Ordering supplies
- Procured and managed office supplies, lab coats, business cards and other essential items, coordinating with distributors and vendors to ensure a timely delivery.
- Ordering with my ProCard and submitting expenses through Workday.
Administrative Coordinator, Department of Pathology & Immunology
Washington University School of Medicine in St. Louis, MO
03.2020 - 11.2024
- Coordinator for the Hematopathology group; 11 faculty members and 3 staff scientists
- Enter patient data into CoPath (a pathology software program) from EPIC daily.
- Schedule all in-person and Zoom meetings using Outlook.
- Manage CVs and documentation involved for faculty.
- Enter and manage CVs within Interfolio for faculty.
- Update faculty Missouri and Illinois Medical Licenses as needed.
- Oversee and direct all hematopathology supplies.
- Enter/request and manage all reimbursements for faculty in Workday.
- Coordinate multiple weekly conferences for department faculty, staff and trainees.
- Pull pathology slides and reports for review during conference, compose QA sheets, reserve conference rooms as needed, send calendar invites to all attendees, confirm catering, etc.
- Enter all schedules annually, and manage, the QGenda scheduling system for faculty, residents, and fellows within the department.
- Frequently arrange dinner reservations for large groups at popular St. Louis restaurants.
- Other special projects and duties as assigned.
Pathology Coordinator, Department of Pathology & Immunology
Barnes-Jewish Hospital in St. Louis, MO
08.2001 - 03.2020
- Prepared tests from outside clinicians by organizing pathology slides and paperwork for faculty.
- Arranged the send-out of patient material for second opinions to outside facilities.
- Worked closely with outside testing facilities to make sure tests were run and sent back in a timely manner.
- Coordinated clinical trial material for study patients; gathered the material and communicated with the principal investigator and faculty member as needed.
- Was reliable point of contact for the clinicians, nursing staff and patients, and spoke with them in a professional manner.
- Communicated with patients, ensuring that medical information was kept private.
- Pulled pathology slides and blocks as the request of faculty, residents and fellows.
- Organized and coordinated mailboxes for over one-hundred faculty, residents and fellows.
- Ordered, organized and stored supplies for the department.
- Trained and took part in interviewing all new hires for the clerical department.
- Managed the updates for department policies and procedures.
Education
Associate in Arts Degree -
St. Louis Community College – Forest Park
St. Louis, MO2012
High School Diploma -
Windsor High School
Imperial, MO1999
Skills
- Experience utilizing programs/software such as EPIC, CoPath, QGenda, AMION, WorkDay, Interfolio, OnBase, Microsoft Outlook, Word, Excel, Adobe Acrobat, etc
- Experience scheduling meetings via Zoom, Outlook and Microsoft Teams
- Ability to work effectively, independently and cooperatively in a team environment, as well as with a very diverse group of administrators, staff, students and other WU representatives
- Ability to use discretion and independent judgement, work under pressure and adhere to short deadlines
- Capable of withholding broad responsibilities that encompass many aspects of administration
- Ability to handle multiple situations with tact and a service-oriented attitude
- Strong organizational skills; managing many faculty calendars and appointment/meeting coordination
- Reliable judgement, decision-making, and confidentiality
- Leadership, decision-making, communication
- Problem solving, adaptability
Timeline
Office Coordinator, Division of Cardiothoracic Surgery
Washington University School of Medicine in St. Louis, MO
11.2024 - Current
Administrative Coordinator, Department of Pathology & Immunology
Washington University School of Medicine in St. Louis, MO
03.2020 - 11.2024
Pathology Coordinator, Department of Pathology & Immunology
Barnes-Jewish Hospital in St. Louis, MO
08.2001 - 03.2020
Associate in Arts Degree -
St. Louis Community College – Forest Park
High School Diploma -
Windsor High School
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