Administrative Coordinator

POSITION SUMMARY:

Provides complex administrative support in preparation and completion of all administrative duties and department projects. Responsible for all aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items. Under supervision of department manager/director, prepares various reports including monthly budget summary, account status reports and semi-annual profit and loss statements.

Position: Administrative Coordinator        

Department: Psychiatry Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative & Office Support

• Provide assistance to medical staff, residents, faculty and employees in a professional and courteous manner. Acts as a liaison with other departments to ensure efficient communication and timely response to inquiries.
• Responsible for screening calls/correspondence as well as responding and/or re-directing to appropriate parties for response.
• Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
• Perform data entry, create and maintain databases.
• Assist the Executive Assistant with coordinating confidential personnel-related matters, including but not limited to timesheet collection and submission, reimbursement requests, tracking residents and other staff members throughout the hospital when needed., etc.
• Ensure that messages are current and consistent in all communications including: emails, website and other written materials. Process incoming and out-going mail, including packages.
• Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
• Provide administrative support to key departmental leadership, including, but not limited to: scheduling appointments, scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, updating webpage, filing, photocopying, faxing, coordinating conference calls, and maintaining contacts database.
• Maintain departmental files up-to-date, while ensuring all confidentiality protocols.
• Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
• Works independently with tasks such as scheduling, procedure logging, distributing/collecting evaluation forms, monitoring conference attendance, monitoring duty hours and general personnel tracking.
• Serves as liaison for employees and trainees regarding any inquiries or issues. Refers them to the appropriate party if unable to answer their questions.
• Takes initiative and assists in the care and maintenance of department equipment and supplies. Reports any malfunctions to supervisor and contacts appropriate repair person or department.
• Deals discreetly with large amounts of sensitive, confidential information concerning provide Administrative support for department leadership positions (eg. Medical directors within the department, Chaplaincy leadership)
• Maintain department and employee files and records, including completion of annual compliance requirements for BMC staff clinicians
• Manage onboarding/offboarding of BMC staff and social work trainees, including coordination of orientation planning
• Coordinate and schedule interviews for BMC providers as requested
• Track recruitment efforts and vacancies across the dept. for BMC providers
• Answers and directs telephone calls and other inquiries to the appropriate person while meeting department standards.
• Works closely with management to develop and implement measures to improve efficiency in department operations. Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, floating to other areas, adjusting assignments, etc., as directed by manager and/or supervisor.
• Attends scheduled training sessions for systems upgrades or newly acquired clinical systems. Participates in staff meetings/initiatives, and accepts responsibility to become knowledgeable of issues discussed.
• Assists in the training/orientation of new personnel under the direction of a manager and/or supervisor.
• Communicates with all members of staff on work-related issues effectively and courteously.
• Adheres to department and hospital policies, including the following:
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes hospital’s behavioral standards as the basis for decision making and to support the department and the hospital’s mission and goals.
• Follows established hospital infection control and safety procedures.

OTHER DUTIES

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
• Responsible for attending scheduled training sessions, participating in staff meetings/initiatives and becoming knowledgeable of issues discussed.
• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilize hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.
• Follow established hospital infection control and safety procedures.
• Perform other duties as assigned or as necessary.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

Associate’s degree (or equivalent) in Business Administration, Business Management (or related field) plus 3 years related experience. Will consider equivalent combination of formal education and experience, i.e. HS/GED plus 5 years related experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

None required.

EXPERIENCE:

Candidates with a Bachelor’s degree must have at least 1 year of administrative or office experience.  For candidates with an Associates or secretarial program certificate, work requires 2 -3 years minimum administrative related experience. For candidates with high school diploma, work requires at least 5 years office administrative experience. Must be highly organized and detailed oriented.

KNOWLEDGE, SKILLS & ABILITIES (KSA):

• Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Highly proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Ability to work independently and exercise independent judgment
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts
• Strong problem solving skills.
• Proven ability to maintain strict confidentiality of all personal/health sensitive information.

Equal Opportunity Employer/Disabled/Veterans