Admin Coordinator - Clinical Education

JOB SUMMARY

Administrative Coordinator to support the Clinical Education Department. Daily tasks include calendar management, scheduling and coordination of meetings and educational sessions, maintenance of clinical education tracking date, maintenance of confidential information and databases, and assistance with various projects and business matters as needed. The Administrative Coordinator will be responsible for accurately representing the department and agency to internal and external customers, Board members, vendors, volunteers and donors daily. Assists Clinical Directors with tasks assigned by the Clinical Education Director. This position requires professional poise and people skills; a high degree of organization, an individual who works well in team environments, possesses advanced written and verbal communication skills, demonstrates advanced skills in current computer technology, and has a strong ability to prioritize and multi-task.

PRIMARY JOB DUTIES

• Provides assistance and performs administrative duties for the Clinical Education Department to assure efficient use of time through proper scheduling. Including but not limited to maintaining calendar, monitoring emails, maintaining personnel records and reviews, making travel arrangements, answering the phone, clinical orientation schedule preparation; user support in agency online education platform; room reservation for trainings/meetings.
• Coordinates all aspects of clinical meetings, departmental related functions and departmental and agency wide educational events, including but not limited to meeting coordination; notification, attendance; materials; equipment; refreshments; room set-up, minutes.; Communicates professionally in oral and written form with all contacts and answers telephone and handles all information appropriately.
• Provide high-level administrative and clerical support including but not limited to: copying and compilation of documents; assist with Power Point presentations, update orientation master binders; prepare competency binders for IPUs when due; filing; mailings; coding expense invoices for payment, preparing financial and statistical reports, conducting research, handling information requests; preparing correspondence, receiving visitors.
• Facilitates communications within and outside the department, including but not limited to the following: coordinates with Departmental Leadership to create, maintain and update departmental pages on the agency intranet, works in collaboration with Departmental Leadership to create, maintain and update departmental policies and procedures, and other communications media, prepares PowerPoint presentations.
• Performs special projects as assigned, including but not limited to the following: maintaining educational tracking for clinical staff, providing back-up assistance to the front desk for unplanned staff shortages.
• Organizes and performs work effectively and efficiently.
• Maintains and adjusts schedule to enhance program performance.
• Demonstrates positive interpersonal relations in dealing with all members of the team.
• Maintains and promotes customer satisfaction.
• Effectively demonstrates the mission, vision, and values of Lower Cape Fear LifeCare on a daily basis.

JOB SPECIFICATIONS

1. Education: High School diploma or equivalent. Associate’s degree or equivalent preferred

2. Licensure / Certifications: Not applicable

3. Experience: Minimum of one year medical record, medical office or hospice experience required.

4. Essential Technical / Motor Skills: Manual dexterity and skill to operate the following: computer, telephone system, calculator, copy machine. Business correspondence formatting; Standard office administrative practices and procedures, including the use of standard office equipment; High level of proficiency in the use of Microsoft Office programs, especially Outlook, MS Word, MS Excel, and MS PowerPoint. Event/conference coordination experience is desired. Analyzing and resolving office administrative and procedural problems; excellent verbal, written and computer skills.

5. Strong written and oral communication skills, ability to interpret requests for information, tactful, congenial, excellent telephone manners; problem-solving ability; organizational and leadership ability; patience and assertiveness. Ability to interact with others in a positive and professional manner. Must demonstrate experience to interact professionally with all levels within and outside the agency.

6. Essential Physical Requirements: Stooping, bending, sitting for long periods of time, driving an automobile and climbing stairs. Minor lifting (25 pounds or less) required to perform some job functions. Ability to move throughout the office and to run errands or attend meetings in the community.

7. Essential Mental Abilities: Positive attitude, alertness to situations; strong sense of concentration; ability to apply judgment, to prioritize work and to learn new skills; ability to understand, follow and recall instructions. Ability to cope with varied distractions and high levels of stress. High level of mental concentration required to handle multiple tasks simultaneously with frequent interruptions.

8. Essential Sensory Requirements: Sensitive to environment; ability to see and to speak clearly in order to communicate and perform basic job functions.

9. Exposure to Hazards: None.

10. Hours of Work: 40 hours per week, flexibility to meet the needs of the department. Occasional evening and weekend hours; Overtime only as approved.

11. Must have valid driver license and reliable transportation.

12. Population Served: Not applicable