Administrative Coordinator - Surgical Services

Reports to the Executive Director, performs a variety of administrative functions to include scheduling meetings, payroll, credit card reconciliation, minute taking, coordinating travel, responding to phone calls, preparing reports and/or data driven outcomes, and involvement in projects and/or process improvement initiatives. The position requires communication skills and positive interactions with leaders, vendors, physicians, staff, and community partners. The position involves multitasking in a fast-paced environment and the ability to be flexible and independent.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Provides administrative assistance by:

• Maintaining Executive calendar, scheduling meetings, conferences, and appointments.
• Preparing/providing documentation, minutes, meeting agenda's, presentations, correspondence and reports as needed.
• Handling and maintaining confidential information.
• Receiving, screening and directing visitors and telephone calls.
• Providing information related to organizational policies, procedures and/or protocols.
• Contacting physicians, community members, staff, etc within and outside the Memorial Hospital and the Health System to obtain and/or relay information, arrange meetings, setting appointments, preparing agendas, research problems for the Executive, etc.
• Coordinating travel arrangements, including but not limited to hotel, transportation, and registration.
• Coordinating and participating in events and projects related to the Executive's area of responsibility.
• Providing administrative assistance to the Directors/Managers in the Executive's service line as needed.
• Coordinating, preparing and distributing material for meetings, committees and other functions as needed.
• Organizing documentation and filing.

Provides administrative support to the Executive Director/department by:

• Coordinating minor projects by researching, pulling together information, and updating files.
• Coordinating communication by answering phones/voicemail, taking and relaying messages accurately.
• Establishing and maintaining electronic record-keeping and filing systems.
• Opening, sorting and distributing mail, and responding to routine requests for information.
• Operating a variety of standard office equipment (i.e. computer, printer or multi-function device) and contacting vendors for maintenance/repairs as needed.
• Contacting various staff to obtain information or relay information regarding meetings or to resolve payroll, purchasing and computer related problems.
• Coordinating efforts with Executive Director to monitor and report on all Key Performance Indicators.

Contributes to the overall effectiveness and efficiency of the division by:

• Assists in securing access for all applications for new employees.
• Looking for opportunities to improve departmental operations and sharing feedback on process improvements.
• Completing annual mandatory in-services (infection control, safety, etc.).
• Completing other job-related assignments and special projects as directed.
• Appropriately maintaining the integrity and confidentiality of the patient record and other sensitive information.
• Maintaining current knowledge of location of relevant departments of the hospital.
• Establishing, maintaining and updating contact information (phone/fax) of providers.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

The knowledge, skills and abilities as indicated below are normally acquired through successful completion of Associates degree (or equivalent). A minimum of three to five years of progressively responsible experience (where knowledge of office procedures and organization skills were obtained) in a related environment is required.

Knowledge & Skills

• Demonstrates a working knowledge of computer systems and proficiency in basic computer skills (Windows, Word, Outlook, Power Point and Excel).
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to develop and maintain productive working relationships and to interact effectively with internal and external contacts. Also requires well-developed telephone usage skills.
• Requires the interpersonal skills necessary to maintain effective working relationships and interact effectively with staff, physicians, review agencies, patients and patients' families.
• Demonstrates the ability to be self-motivated and analytical with organizational skills to independently work on and complete assignments in time allocated. Also demonstrates the ability to respond quickly and appropriate to demands of the position.
• Demonstrates the ability to take and complete assignments from multiple staff members while maintaining flexibility and a positive attitude.
• Demonstrates the ability to maintain professional composure under pressure and to handle stress effectively.
• Demonstrates and maintains ethical conduct and the ability to exercise discretion.

'''''''Working Conditions

• Works an office environment and patient care areas.
• May have contact with patients and family members who may be under considerable stress.

Physical Demands

• Requires the physical ability and stamina, visual acuity, and manual dexterity to perform the essential functions of the position.