Administrative Coordinator

SUMMARY AND ESSENTIAL FUNCTIONS:

The Administrative Coordinator provides high-level administrative support to the Executive Director by conducting research, preparing reports and presentations, handling information requests and performing clerical functions. Additionally, the Administrative Coordinator provides administrative support to each of the 6 Service Line Directors. The Administrative Coordinator may also be responsible for training and supervising other administrative staff. The Administrative Coordinator possesses excellent communication skills, is proactive, and handles confidential information with discretion. Attention to detail and ability to work independently is paramount.

Primary Role:

Provides high-level support to the Executive Director, conducting research, preparing reports, developing presentations, and managing schedules. Coordinates meetings, interviews, events, etc. assuring all details are managed appropriately and events run smoothly.

Provides decision support analysis through research, gathering data, preparing reports, and analyzing the results. Requires the use of automated data systems and advanced computer skills.

Creates and maintains dashboards for each service line to track expenses, visits, RVUs, FTEs, etc. Must be fluent in Microsoft Office Suite (Excel, Power Point and Word). Must be a self-starter capable of learning on the job, with a willingness to self-educate on one’s own time.

Utilizes Cerner Rev Cycle, Cerner DA2 Analytics, Premier BFR, Premier Requisitioning as well as Microsoft Office 360 products, and capable of learning on the job, with a willingness to self-educate on one’s own time to enhance the operation of the office and organization.

Provides administrative support necessary to meet the needs of the Executive Director, 6 Service Line Directors, and the organization; including time management for +/-133 employees: ETO/CME tracking and processing expense reimbursement for +/-73 providers. Tracks employee time in ADP, making corrections as needed and requested by Service Line Directors and their teams. Approves and enters employee ETO time as needed.

Tracks provider ETO and CME hours and maintains this information to be used in calculating extra-call pay, and reporting at the end of a provider’s contract year.

Coordinates meeting schedules to ensure that all required meetings are occurring monthly.

Coordinates scheduling and preparation for all monthly Provider Meetings including compiling reports and preparation of agendas. Coordinates Physician Practice Educational Trainings and Meetings to ensure compliance with all education requirements. Ensures that all meetings are added as blocks to the provider's schedule in the electronic health record

Assists with new Provider onboarding and recruitment events for potential new providers.

Establishes and maintains positive relationships with administrative and clinical staff, department directors, physicians and advanced practice providers, vendors, and the public.

Assists with mail pickup and delivery as well as deposit collection for multiple practices.

Oversight of all department supply orders through Premier requisitioning as well as through our contract with WB Mason; works with requisitioning teams.

Creates, maintains, and disseminates monthly call schedules for all providers within each service line. Creates, maintains, and disseminates the LRH Hospital Call Calendar each month, ensuring accuracy of the Call Calendar.

Must possess soft skills necessary to work with employees at all levels. Track employee birthdays and produce cards for each at the appropriate time. Coordinates Holiday luncheons and other celebratory events.

Works to efficiently identify, coordinate and manage tasks/projects in support of overall practice operations. Facilitates the completion of practice/department/administrative assignments.

Coordinate other projects as assigned.

REPORTS TO: Executive Director of Physician Practices, Service Line Directors, Practice Managers, and Practice Management Team.

SUPERVISES: None

INTERNAL AND EXTERNAL CONTACTS:

Hospital personnel, physicians, physician candidates, patients, volunteers, visitors, recruitment firms, and consultants.

QUALIFICATIONS:

Experience/Specialized Skills:

A minimum of five years’ relevant experience with progressive responsibility required, and ten years preferred. The candidate must possess excellent organizational, written and verbal communication, decision making and problem-solving skills. Must be proficient with Microsoft Office products. Able to maintain a high level of confidentiality and work independently.

Must use Cerner DA2 Analytics; Cerner Rev Cycle, Premier BFR, Premier Requisitioning

Required Education/Course(s)/Training:

Associate’s degree required, Bachelor's Degree in healthcare related field preferred.

PHYSICAL DEMANDS:

See Physical Demands worksheet

WORK ENVIRONMENT:

Ex: clean, well-lit office environment