Administrative Coordinator - Medical Staff Office

JOB DESCRIPTION

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands, and work environment conditions. Position descriptions are reviewed and revised to meet the changing needs of the organization.

TITLE: Administrative Coordinator

JOB OVERVIEW: The Administrative Coordinator provides administrative support for the Valley Medical Center's Medical Staff Office (MSO) in the Medical Staff Services Department.

DEPARTMENT: Medical Staff Services / Medical Staff Office

WORK HOURS: Monday-Friday 8am - 4:30pm.

REPORTS TO: Manager/Director of Medical Staff Office

PREREQUISITES:
Prefer college preparation and advanced secretarial skills and experience.
Minimum of five years in a secretarial position at the senior management level.
Required competency with Microsoft Word, Outlook, Excel, PowerPoint.
Prior experience in a health care facility.

QUALIFICATIONS:
Capable of comprehending, executing, acting, and directing independently.
Able to communicate effectively in verbal and written forms in the English language.
Knowledge of health care terminology.
Able to discern priorities and manage timelines, while meeting deadlines and managing priorities.
Demonstrates effective interpersonal relationships and competent in customer service skills and abilities.
Ability to provide administrative support to the organization at the executive/administrative level.

UNIQUE PHYSICAL / MENTAL DEMANDS, ENVIRONMENT, AND WORKING CONDITIONS:
See Generic Job Description for Administrative Partner.

PERFORMANCE RESPONSIBILITIES:
Generic Job Functions: See Generic Job Description for Administrative Partner.

Essential Responsibilities and Competencies:
Responsible for providing administrative support to the Manager/Director of MSO and Medical Director of Medical Staff Services.
Assists Manager/Director of MSO with various projects / events, as directed, such as Doctor's Day, VMC's Annual Medical Staff Meeting, Bi-annual Ongoing Professional Practice Evaluations (OPPE), software upgrades, or other projects needed to improve the performance and efficiency of MSO functions; Assists MSO personnel with gathering needed information from medical staff members and/or medical staff leaders; Assists with preparing/distributing monthly reports and medical staff bulletins, etc.
Maintains and distributes ER Call schedule.
Assists in preparation of meeting packets; Schedules and coordinates meetings; Takes meeting minutes as needed.
Serves as Receptionist to MSO, including interacting with medical staff members/leaders, volunteers, guests, and employees, and answering main MSO phone line.
Ensures the MSO area always provides a professional look and tone.
Assists medical staff members and/or leaders, as requested, with projects appropriate for execution by the Administrative Coordinator.
Assists with Outlook Calendar management of the various meetings; provides a centralized resource for whereabouts inquiries.
Frequently fields questions from all departments of the hospital/clinic network and volunteers; Interfaces with multiple managers outside of the Medical Staff Services Department.
Receives, sorts, and distributes all mail and deliveries as appropriate to the level of priority receipt.
Monitors and orders and stocks supplies.
Assists with maintaining equipment service requests, I.T. call tickets and Engineering/EVS work orders.
Maintains 100% confidentiality for all communications.
Processes VMC check requests, assists manager with medical staff account deposits, reconciles credit card account.
Compiles audit documentation for submission to payors.
Processes approval packets for medical staff observers; updates and monitors the Medical Staff SharePoint site.
Monitors and updates expirable documents monthly; maintains rosters; performs monthly exclusion monitoring; assists with provider onboarding process; oversees activity in the MSO Outlook account
Navigates confidently through a variety of computer programs.
Promotes a positive image of VMC and the organized medical staff within both the hospital and the community at large.
Practices effective communication, problem identification and resolution skills.
Offers initial response to inquiries in absence of manager and knows how to seek counsel when required.
Recognizes issues that may impact group effectiveness and is able to share observations as appropriate.
Demonstrates sound knowledge base in decision making.
Functions with an awareness of safety needs and implements appropriate safety measures.
Demonstrates understanding of and commitment to sound financial management and viability of the organization.

Revised: 7/22
Grade: NC21
FLSA: E
CC: 8711

PREREQUISITES:
Prefer college preparation and advanced secretarial skills and experience.
Minimum of five years in a secretarial position at the senior management level.
Required competency with Microsoft Word, Outlook, Excel, PowerPoint.
Prior experience in a health care facility.

QUALIFICATIONS:
Capable of comprehending, executing, acting, and directing independently.
Able to communicate effectively in verbal and written forms in the English language.
Knowledge of health care terminology.
Able to discern priorities and manage timelines, while meeting deadlines and managing priorities.
Demonstrates effective interpersonal relationships and competent in customer service skills and abilities.
Ability to provide administrative support to the organization at the executive/administrative level.