Administrative Coordinator - PRN

Inova Fairfax Hospital – Patient Relations is looking for a dedicated Administrative Coordinator to join the team. This role will be PRN Role Monday – Friday, 8:30am – 5:00 pm 

Inova is consistently ranked a national healthcare leader in safety, quality and patient experience.We are also proud to be consistently recognized as a top employer in both the D.C. metro area and the nation. 

Featured Benefits:

• Committed to Team Member Health: offering medical, dental and vision coverage, and a robust team member wellness program.

• Retirement: Inova matches the first 5% of eligible contributions – starting on your first day.

• Tuition and Student Loan Assistance: offering up to $5,250 per year in education assistance and up to $10,000 for student loans.

• Mental Health Support: offering all Inova team members, their spouses/partners, and their children 25 mental health coaching or therapy sessions, per person, per year, at no cost.

• Work/Life Balance: offering paid time off and paid parental leave.

Administrative Coordinator Job Responsibilities

• Provides administrative and customer service support for patient relations operations, including answering incoming phone calls, gathering information, and documenting concerns within the appropriate systems.
• Performs intake and triage of patient and family member concerns, summarizes issues accurately, and collaborates with Patient Relations Specialists to support timely resolution.
• Assists with de-escalating sensitive patient and family situations while maintaining professionalism, empathy, and confidentiality.
• Supports real-time issue resolution whenever possible and ensures appropriate escalation and follow-up when needed.
• Enters, tracks, and reports data related to patient concerns, trends, and departmental activity using reporting tools and spreadsheets.
• Utilizes Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, to prepare reports, correspondence, and departmental documentation.
• Works within EPIC and other electronic systems to document interactions and maintain accurate records.
• Provides support across multiple locations while primarily onsite in Fairfax; Position may transition to hybrid or remote flexibility based on operational needs and training completion.
• Completes in-person orientation and approximately 40 hours of shadowing/training with Patient Relations Specialists to learn workflows, triage processes, and departmental procedures.
• Supports patient interaction activities averaging approximately 10–20 hours weekly and assists with triaging concerns from various access points.
• Demonstrates flexibility with scheduling needs, initially working approximately 20 hours per week with potential fluctuation based on departmental volume, averaging 60–80 hours monthly.
• Maintains the ability to work independently in a hybrid or remote environment while effectively managing patient concerns from multiple locations.

Minimum Qualifications

Experience - 1 year of relevant office or healthcare experience

Education - High School diploma or equivalent

Preferred Qualifications

• Strong customer service background with experience handling sensitive or escalated situations preferred.
• Experience with patient relations, healthcare intake, or triage support are strongly preferred.
• Proficiency with EPIC and Microsoft Office Suite required; familiarity with AI tools or technology solutions preferred.
• Excellent communication, listening, documentation, and problem-solving skills.
• Ability to remain calm, professional, and empathetic when working with patients and family members in stressful situations.

We are Inova, Northern Virginia’s leading nonprofit healthcare provider. Every day, our 26,000+ team members provide world-class healthcare to the communities we serve. Our people are the reason we're a national leader in healthcare safety, quality and patient experience. And from best-in-class facilities to professional development opportunities, we support them at every step. At Inova, we're constantly striving to be ever better — to shape a more compassionate future for healthcare. 

Inova Health System is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, pregnancy (including childbirth, pregnancy-related conditions and lactation), race, religion, sex, sexual orientation, veteran status, genetic information, or any other characteristics protected by law.