Administrative Coordinator

Job title: Administrative Coordinator

Company: Lifespan Health System

Job description: Job Description:Summary:Under general supervision, provides clerical and administrative support services, including scheduling of meetings, interviews and appointments, screening calls, preparing correspondence, taking minutes of meetings, submitting reimbursement requests, maintaining patient records, maintaining records and correspondence with the hospital’s Graduate Medical Education department and various online accreditation/certification organizations, prepares reports, etc.Responsibilities:Coordinates the efficient flow of work through an assigned area of responsibility. Prioritizes and reviews work for accuracy, grammar, punctuation, completeness and format. Provides functional guidance regarding clerical operations, policies and procedures of the department.Maintains Division director’s and program director’s calendars without prior clearance. Schedules meetings and appointments, arranges travel accommodations. May prepare agendas, gather pertinent data for dissemination and attend meetings to take, compose, transcribe and distribute minutes.Communicates with potential applicants to fellowship providing information about our program, organizes applicant data from online sources and coordinates their interviews, assists program director with timely maintenance of fellowship program requirements and reporting to accreditation and credentialing agencies and with the hospital’s Graduate Medical Education (GME) office, organizes and monitors evaluation of fellows and faculty in hospital’s online systems, maintains confidential records in all of these areas. Works with program director and GME office to orient new fellows to our hospital, and community and to understand and meet GME requirements for fellowship education.Works with the department of Pediatrics office of research and DBP faculty to support training grant submission, budgeting and reporting.Maintains call schedules for faculty and fellows and communicates them to CNDC and hospital groups.Maintains records regarding medical students rotating on clerkships in the DivisionServes as liaison between hospital IT, security, building and grounds and the division faculty and fellows.Answers telephone and receives visitors. Ascertains needs, establishes priorities and investigates background material. Responds to those inquires within the level of responsibility and authority, relaying other calls to the appropriate individual.Prepares and maintains a variety of reports and documents (often of a confidential nature) requiring file search, interpretation and compilation of data (i.e. budget reports, billing, grant proposals, time sheets, etc.) May prepare reports for number of patients, type of treatment or service provided, or other reports requiring compilation, tabulation and/or display of data.Composes rough and final drafts of memos, correspondence and reports utilizing knowledge of situation. Signs routine correspondence in own name. May coordinate information in order to prepare department newsletter, designs and prepares cover letter, forms, etc.Completes a variety of typing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, etc., which may require knowledge of medical terminology. May take transcribed dictation.May gather information and prepare billing for service rendered, sending as appropriate to an individual or third party payer. Maintains appropriate records for budgetary purposes.Establishes, maintains and revises as necessary records and filling systems, often handling highly confidential materials such as budget, payroll, patient and personnel data. Proposes changes in work procedures to more effectively coordinate flow of work through area of responsibility.Records and monitor expenditures against budget, alerts supervisor of possible areas of concern.Maintains inventory and orders office/medical supplies at own discretion, but according to knowledge of usage patterns and within established guidelines. Prepares and follows up on purchase orders.Performs library research in order to secure materials or guide supervisor to appropriate source and to prepare bibliographies on a given topic. May maintain departmental resources library.Performs clerical duties using such equipment as calculator, copy machine, word processor, computer and transcription equipment. Opens, sorts and distributes mail. Answers routine requests, maintains time sheets for personnel, processes requests for checks and expense vouchers.Performs duties of subordinate clerical staff due to absence or if workloads require.Proficient computer and typing skills to prepare a variety of reports, documents and correspondencePerforms other duties as assigned.Other InformationOther information:BASIC KNOWLEDGE:Work requires in addition to the skills normally obtained through High School, one year of formal secretarial/business education or its equivalent.Medical terminology may also be required.Interpersonal skills to effectively interface with Hospital personnel and persons from outside the Hospital such as vendors, patients, etc., and to direct the activities of a subordinate clerical group.Analytical ability in order to search records, interpret materials and prepare a variety of reports and documents.Written and oral skills to prepare and review a variety of reports, documents, correspondences and to effectively communicate policies and procedures.Ability required to operate a dictation machine and related equipment.Organizational ability to prioritize and assign work, and to develop and maintain records and filing system.Proficient computer and typing skills to prepare a variety of reports, documents and correspondence.Ability to exercise considerable independent judgement, requiring knowledge of department policies and procedures.EXPERIENCE:Between one to two years progressively more responsible experience acquiring secretarial skills and experience-based knowledge of support functions, ability to effectively coordinate an efficient work flow, exercise independent judgement and to develop interpersonal/communication skills.WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:Normal office environment with some walking to assign work and review performance of clerical staff.SUPERVISORY RESPONSIBILITY:NoneWill provide functional guidance to team member(s)Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, ethnicity, sexual orientation, ancestry, genetics, gender identity or expression, disability, protected veteran or marital status. Lifespan is a VEVRAA Federal Contractor.Location: Rhode Island Hospital, USA:RI:ProvidenceWork Type: Full TimeShift: Shift 1Union: Non-Union

Expected salary:

Location: Providence, RI

Job date: Wed, 10 Jul 2024 04:51:44 GMT

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