The Administrative Coordinator coordinates high-level administrative work or activities to ensure a smooth flow of services and operations. Employees in this position plan, perform, and coordinate a complete technical program in support of the assigned directors/departments or organizational activities. Requires technical or program knowledge. Provides administrative support to multiple organizational leaders/departments at the director level.
Performed majority of the time:
Coordinates administrative work or activities to ensure a smooth flow of day-to-day services and operations for assigned departments. Initiates, performs, and carries through to completion various projects. Judgment is required in analyzing situations and making decisions based on knowledge of policies and procedures.
May function as Kronos/timekeeper and assist when asked by processing E-TEE forms, time card reconciliation, and approvals and manages shifts in Kronos.
Coordinates and initiates the various written and verbal correspondences between parties both internal and external. Composes routine letters and memos.
Schedules meetings and appointments to ensure adequate time based upon nature of content. Coordinates and initiates communications between various individuals concerning time/calendar scheduling. Plans and coordinates seminars and conferences. Manages travel arrangements and reservations as requested.
Helps with projects, time scheduling and coordination, communications coordination between parties, and general support duties as needed.
Functions as the departments policy administrator. Organizes and maintains policies and procedures in the electronic policy management system. Provides training to new users of the policy management system and to policy processors. Ensures policies are current and compliant with Joint Commission and other State/Federal standards.
Manages supplies for all office and clerical areas in departments position supports.
Demonstrates confidentiality regarding leader, patient, and co-worker information.
Performed occasionally but critical to successful performance of the job:
Provides reports for the departments quality dashboards.
Develops technical policies or procedures, systems and forms necessary to complete work. Disseminates policies and information to the staff and public. Explains policies and procedures.
Analyzes data, researches, collects data, and prepares reports. Develops detailed reports on a monthly, quarterly, semiannual, or annual basis.
Assists in scheduling interviews and other recruitment activities as well as organization of on boarding for new employees into assigned departments.
Decision making and budget responsibilities:
Decisions can impact the department, and under direct guidance of the managerial staff.
Maintains corporate credit card receipts and statement reconciliation including reconciling and paying various billing and payables invoices.
No budget responsibilities.
An Associates degree or certificate in office occupations or office technology.
Bachelors degree in Business Administration or related field.
Minimum 3 years of administrative assistant or office coordinator experience .
2+ years of experience in healthcare.
Experience in working in confidential settings.
Licenses, Certifications and/or Registrations:
Administrative Professionals certification preferred.
Job Related Skills, Abilities and Behaviors:
Demonstrated ethical commitment to quality assurance and confidentiality of all data and information, including HIPAA/PHI.
Excellent customer service, verbal/written communication and interpersonal relations skills to communicate effectively with leadership and staff.
Familiar with computer word processing, database and spreadsheet programs.
Demonstrated ability to take initiative, implement and follow through with attention to detail, with minimal supervision.
Creative problem-solver, solution-oriented, able to stay flexible and professional under the pressure of multiple demands.
Acts as a team member and supports the success of others.
Proficient computer skills including word processing, database management, and spreadsheet development.
Familiar with email and electronic calendaring systems.
Willingness to learn other computer programs such as Kronos, EPIC, Microsoft VISIO, Adobe Acrobat Professional, Access, Datix, SharePoint, intermediate to advanced skill in Excel and others as identified.
Excellent typing speed, ability to compose business-oriented documents using correct grammar and punctuation.
Proficiency in preparing agendas and taking meeting minutes.
Ability to work in a public location under pressure and with many interruptions.
Excellent organizational skills and ability to effectively manage multiple complex tasks and set priorities
Posted Date : 2022-05-07
Job type : Full Time