Administrative Coordinator

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

Job Overview

This position is responsible for managing and coordinating all aspects, services, and support related to assigned program. This role participates in assessing, planning, implementing and evaluating the health services provided. Where appropriate, new services, approaches, or expanded programs will be presented for review. This position is responsible to effectively organize, assemble and arrange resources to meet the short- and long- term goals of the program and organization. Serves as liaison and key point of contact to facilitate programmatic and operational communications internally and externally. This position works cooperatively within the department and other services to create a system of quality health care according to the policies, procedures, philosophy, and objectives of the departments and hospital.

Job Description

Minimum Qualifications:

1. Bachelors degree in Business or related field AND Five (5) years' administrative experience OR;

Associate's degree in Business or related field AND Seven (7) years' administrative experience.

Preferred Qualifications:

1. Master's in Business, Healthcare Administration, or related field.

2. Bilingual.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Collaborates with leadership to continuously improve service outcomes that impact patient comfort by overseeing the development and follow-through of improvement opportunities that are consistent with the hospital mission vision and scope of service statement.

2. Oversees day to day functions related to service area(s) including: budget compliance/payroll, staffing, scheduling/core delivery, front desk operations, revenue capture, and prior authorization for patients as needed based on insurance coverage.

3. Acts as the first level "go-to person" for the clerical needs of the program including timesheets, office supply and check requests, managing mail and billing of contractees, developing, printing and dissemination of program fliers and family education packets, among other daily administrative tasks.

4. Works with the clinical and administrative team in developing a comprehensive workflow process within the program. Reviews workflows from time to time and provides support and guidance to the team to improve efficiency as necessary.

5. Coordinates staffing pattern of the program based on volume and needs, providing coverage and support as needed to ensure uninterrupted patient care and continued efficient workflows.

6. Collects, analyzes and makes decisions based on data and evidence-based statistics. Communicates progress to the management team regularly to achieve goals are achieved.

7. Facilitates inter- and intra-departmental and external communication and linkages including responding to and facilitating internal agency communications with community services, staff, other hospital departments, and or off-site programs. Disseminations updates via letters, emails, and other methods as needed.

8. Conducts meetings for all providers and staff to discuss new policies and procedures and provide updates to enhance delivery of care through the program, satisfaction with service and resolution of problems.

9. Assists with and assures departments compliance with ACR/JCAHO/ACOS regulatory standards.

10. Participates in Quality Improvement activities which used for strategic planning purposes, preparation for accrediting bodies, quality assurance and performance improvement plans.

11. Conducts analyses and evaluations of strategic, financial, and operational issues related to the Business Planning process.

12. Access program needs and works collaboratively to create program growth through the use of healthcare team members and through patient surveys and medical staff feedback.

13. Evaluates overall fit of business development efforts within the context of program's strategic direction and community needs.

14. Coordinates efforts in areas as appropriate and needed to assess and finalize business development efforts such as financial/accounting due diligence, legal, reimbursement, regulatory and compliance, information technology and other areas as needed.

15. Prepares and presents as requested the proposed business opportunity to the administrative and medical staff leadership as needed.

16. Conducts quantitative and qualitative analysis of market position, competitive analysis, and local and national healthcare trends to inform business development opportunities.

17. Collaborates with the Marketing department, to develop and communicate new/expanding clinical programs, working with appropriate administrative leadership and physicians to provide the appropriate content.

18. Uses objective business development criteria (e.g. ROI, market share, resource utilization) for selecting, prioritizing and initiating new business opportunities.

19. Leads/drives program development and business analysis process to ensure efficient, nimble, data/fact driven and thoughtful decision-making.

20. May work in fund raising and fun development.

21. Participates in the interview process and assists in a comprehensive orientation plan for all new employees.

22. Coordinates with Accounting to ensure accurate recordkeeping of deposits and cash disbursements.

23. Ensures key stakeholders are engaged, including physicians.

Physical Requirements:

1. Frequent sitting, occasional standing or working, and lifting of 10-15 lbs.

2. May be exposed to dust and other typical office-like discomforts.

3. Manual dexterity using fine hand manipulations for computer keyboard operation.

4. Ability to see computer screen and read reports.

5. Ability to hear instructions from physicians and other clinical or nursing staff.

Skills & Abilities:

1. Computer literacy required including familiarity with word processing programs and electronic spreadsheets and in learning new applications.

2. Excellent customer service skills including excellent interpersonal and telephone skills.

3. High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies.

4. Strong business skills, including understanding of health care expense, revenue, and reimbursement models and how they affect business plans.

5. Ability to develop recommendations based on analysis and lead teams and drive to decisions.

6. Excellent organizational skills required with attention to detail.

7. Proven administrative skills and experience.

8. Strong collaborator and communicator.

9. Excellent organizational and management skills.

10. Disciplined and documented approach to project management and financial planning.

11. Demonstrated ability to see the big picture while attending to the tactical details.

12. Ability to perform accurate data entry.

13. Ability to prioritize work and be flexible with work assignments.

14. Ability to convene, inspire and lead teams.