Landauer Medical Physics is seeking a qualified candidate to work with the Regional Operations Manager and the RSS Practice Director to deliver services to healthcare facilities for the Radiation Safety Support (RSS) Group. The RSS Group delivers the following services & products for facilities and large healthcare IDNs: Remote Radiation Safety Officer, Dosimetry Management, Regulatory Support, and Landauer Academy.
This position entails several daily operational duties including: Quoting, Billing, Customer Service, and Salesforce Work Order Management. The RSS Operations Associate will coordinate and track the progress for the various stakeholders involved in the delivery of RSS services to the client. This is a client-facing position and require daily interactions with the client and the RSS team members.
The ideal candidate will be familiar with cloud-based applications such as Salesforce.com and will have experience with a wide range of administrative and technical support tasks. The position offers a competitive salary, full benefits, generous vacation, and is based in south Chicago in Glenwood, Illinois.
DUTIES AND RESPONSIBILITIES
+ Administer the Salesforce.com setup for RSS accounts, including:
+ Creating account records, ensuring accurate location and billing information;
+ Creating contact records;
+ Creating and renewing quotes and contracts; and
+ Creating subscriptions & work orders for contracted services, confirming that product codes and associated information and pricing is accurately entered according to the signed or existing contract documents.
+ Communicate to clients quickly and efficiently, including:
+ Responding to client questions by phone and email (i.e. password resets, report requests); and
+ Answering the phone and responding to voicemails; and
+ Following up with clients about their onboarding documents or questionnaires.
+ Be responsible to project manage the contract renewal process and work the appropriate team members to get a new contract in place.
+ Learn the products and product codes that are used for each of the RSS services.
+ Prepare onboarding and project kick-off materials; schedule and facilitate client meetings as required with the appropriate personnel within the hospital. Ensure the ongoing scheduling of the quarterly meetings and align them with the timing of the report distribution.
+ Perform a non-technical quality review (based on a checklist of criteria) to ensure accuracy and completeness of physicists' reports in order to close work orders and identify non-compliant reports to the RSS Practice Director.
+ Keep master databases updated for service delivery (e.g. client lists, UIDs, RSO tracker, etc...).
+ Perform the filing of electronic files, following the established folder hierarchy and file naming convention.
+ Gather required information for the billing and payment process and ensure update in Salesforce.
+ Create reports and views using Salesforce to provide physicists and clients information for decisions.
+ Attend training and become familiar with radiation safety regulations for occupational dose and required training, the purposes and reasons for radioactive materials licensing and required amendments, along with the main purpose and components of a radiation protection program.
+ Be the team lead for onboarding of clients for the RSS team.
+ Be the single point of contact for the clients' and internal physicist team for the RSS team.
+ As appropriate, configure the Learning Management System with new courses.
+ Get CEU credits for classes and help maintain the class materials.
+ Other tasks and projects as assigned.
+ Web Applications - Familiar with maintaining online databases such as Salesforce.com and works with other web applications (e.g. WebEx and Schedule Once) and internet browser searching.
+ Computer Skills - Extensive Outlook experience, including managing Email, Shared folders and e-faxes. Proficient with Windows, Word, Excel, PowerPoint, Adobe Acrobat, DocuSign and SharePoint. Microsoft Visio experience is a plus. Solid understanding of basic computer and file structure concepts. Previous Salesforce experience is a plus, but training will be provided.
+ Problem solving - Capacity to identify problems, competently gather and analyze information, and independently resolve problems in a timely manner.
+ Planning/Organizing - Aptitude to prioritize and plan work activities and use time efficiently. Strong ability to handle multiple assignments and be adaptable to changing requirements.
+ Communication - Demonstrates very strong written and verbal communication/customer service skills with clients, and the internal team. Be able to maintain composure is crucial conversations, especially when clients may be upset or difficult.
+ Attitude - Have a "can-do" attitude and be ready to take on challenges.
+ Adaptability -Ability to adapt to changes in the work environment, manage competing priorities, and deal with frequent changes, delays or unexpected events. Can work within a fast-paced environment.
+ Dependability - Reliably at work, follows instructions, responds to management direction, and solicits feedback to improve performance.
+ Teamwork - Ability to work with well with other team members, both onsite and remote, inter and intra department (i.e. physicists), and assists with balancing the workload.
+ Client Relationship skills - Ability to interface and project manage, incoming contracts with clients, and ensure appropriate and timely follow-up is done to complete onboarding requirements and timelines.
Timely delivery - Demonstrates a sense of urgency and achieves deadlines in accordance with client billing.
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