Medical Services Office Coordinator

Job Description:

Provides comprehensive administrative support to Medical and Nursing Teams. Responsibilities include co-leading, scheduling and coordinating meetings, overseeing and processing invoices and contracts, assisting with payroll issues and concerns, maintaining a neutral budget, and being responsible for regular budgetary report outs on Nursing Division. Coordination of applicant interviews and facilitating onboarding processes by maintaining continual contact with applicants to ensure documents are completed in a timely manner. Responsible for the creation of all training and onboarding schedules for the new hires in the nursing division. Schedule coordination and onboarding are specific to each new hire and their individual department. Provides administrative support including, but not limited to, contracts in Cobblestone, invoices in Workday, Medical Executive Leadership Team (MELT) meeting minutes, Pharmacy & Therapeutics (P&T) meetings, Avatar, Telemedicine. Provides direct support to the Associate Chief Nursing Officer with multiple large scale projects including expansion projects, compensation reviews, process implementation, continuing education of nursing division, PowerPoint Presentations, financial spreadsheets, special reports, agenda Material, etc. Drafts, reviews, and sends both internal and external communications on behalf of Nursing Leadership. Files and maintains variety of correspondence, records, reports, and other documents, related to Nursing Services. Organize and prepare for meetings, including gathering documents and attending the logistics of division meetings. Manage calendars for nursing leadership. Maintains site's business systems and processes (e. g., scheduling, filing, data entry, billing, consistent with SCS's standardized business practices; regularly evaluates site's business systems and processes to ensure adherence to SCS's standards; identifies and resolves problems with existing business systems and processes and as needed, makes recommendations for improving existing systems and processes). Participates in the budget planning and preparation process, position control and monitoring the finance budget for the nursing division for the fiscal year. Attends all meetings related to budget process. Runs miscellaneous reports, on request (for example, time sheet verification, caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports. Transcribes source material, prepares documents, reports, tables and charts; distributes as appropriate. Prepares, reconciles, and submits expense reports on behalf of the CNO and other nursing leadership. Monitors work site's inventory of office supplies and orders supplies, as needed. Processes all maintenance and repair requests, coordinating as appropriate with Properties Management or lessor/landlord. Attends meetings and take notes of discussion; prepares the initial drafts of minutes and summaries and sends complete reports to those in attendance. Serves as nursing staff liaison to Payroll and as needed, assists with rectifying payroll issues, initiating bonuses or comp structure changes. Serves as nursing staff liaison to Accounts Receivable, performing various billing functions (e. g., grants, case management), ensuring that site's clinical services are billed properly and timely, and following up on and resolving billing rejections. May assist Talent Acquisition with new hires as needed.

• A high school diploma or equivalent is required.
• Associate's degree or Bachelor's preferred.

• Minimum two years' administrative experience using basic secretarial skills with a Bachelor's degree or the equivalent of a minimum of five years' previous experience in an administrative position with less than a Bachelor's degree.
• Advanced knowledge of Microsoft Office Suite.
• Time management skills.

• Frequent sitting; occasional periods of standing and walking.
• Ability to bend, stoop, and reach.
• Frequent periods of sitting and typing on a computer and keyboard.
• Good visual acuity.

Time Type: