Office Coordinator

General Summary of Position

Plans organizes and coordinates various department activities functions programs or events. Performs diversified administrative duties such as typing scheduling appointments record keeping database administration etc. Maintains statistical data and distribution as required. May coordinate the day-to-day administration of the department and interfaces with staff and public.

Primary Duties and Responsibilities

• Answers telephone screens and routes calls takes messages and provides prompt and appropriate assistance to callers. Resolves problems/issues or directs callers to appropriate resources. Picks up opens and routes incoming mail and distributes correspondence and other material. Receives deliveries. May be required to transcribe minutes and take dictation. Performs all duties in timely accurate and confidential manner.
• Arranges/schedules meetings conferences seminars and other related activities for the department and supervisor. Maintains appointment calendars for assigned staff.
• Contributes to the achievement of established department goals and objectives and adheres to department policies procedures quality standards and safety standards. Complies with governmental and accreditation regulations.
• Investigates and resolves problems within scope of authority. Takes initiative to determine appropriate action and resolution of various day-to-day matters issues and projects within scope of authority. Exercises independent judgment with respect to real and potential problems and brings such matters to the attention of appropriate party with recommended action when appropriate.
• Manages the administrative function of the department. Plans organizes and coordinates special projects programs and/or events for the department. Coordinates the work of office staff with responsibility for workflow and outcome. Resolves problems to ensure efficient operation of the office. Collects and maintains statistics as needed.
• May assist in the selection training orienting and assignment of department staff. May assist with development of standards of performance management planning. May initiate or make recommendations for personnel actions. Maintains personnel records including licenses if applicable and prepares and submits personnel forms and processes job actions. Prepares and submits weekly payroll data sheets collects and distributes payroll checks and resolves payroll issues within the department.
• Monitors and orders supplies and requests maintenance of office equipment. Monitors work order request and acts as liaison with vendors and negotiates and resolves problems/issues. Recommends equipment replacement as needed and researches replacement options. Obtains/maintains contracts with maintenance/repair companies.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts as required.
• Participates in multidisciplinary quality and service improvement teams.
• Processes check requests travel requests invoices billing and purchase orders. Prepares weekly or monthly statistical reports of charges to department budget and investigate variances. Maintains accurate database and filing systems for the department.

Minimal Qualifications
Education

• High School Diploma or GED equivalent, required.
• Associate's degree business courses/secretarial training, preferred.

Experience

• 3-4 years Administrative/secretarial experience; transcription experience, required.
• Medical office hospital or ambulatory setting, preferred.

Knowledge Skills and Abilities

• Strong working knowledge of Microsoft Word Excel and Access software applications.
• Excellent verbal and written communication skills.
• Good problem solving customer service and time management skills.
• Transcription skills may be required.