Project Coordinator, Cardiovascular & Imaging Services

Job Summary: Under general direction, the incumbent supports, coordinates, implements and/or manages a variety of key Cardiovascular & Imaging Services operation activities. This position performs operational and administrative support duties and other related duties as required for the Director and other leaders in these Cardiovascular & Imaging Services functions. Performs other duties as assigned.

Qualifications: Education: Associate’s degree and/or some college coursework required. Bachelor’s degree preferred. Minimum Experience: 2-3 years of recent experience in an administrative role required, experience in a healthcare setting preferred. Required Licenses/Certifications: Valid California Driver’s License.

Knowledge, Skills & Abilities:

• Act in an appropriate and professional manner as defined by the company’s Standards of Behavior, Policy and Procedures, and Scope of Services.

• Role model ACMC Standards of Behavior

• Proficient computer skills including Microsoft Office (Word, Outlook, Excel, PowerPoint).Current office administrative practices and procedures

• Correct business English, including spelling, grammar and punctuation

• Use independent judgment and initiative within established policies and procedures.

• Establish and maintain effective working relationships with a variety of individuals from various socioeconomic, ethnic and cultural backgrounds.

• Assist in devising and keeping office records of a confidential nature; maintain confidentiality.

• Demonstrate excellent customer service acumen, skills and attitude.

• Establish and maintain effective working relationships with co-workers and ACMC employees at all levels in routine,

emergency, and emotional situations.

• Experienced in the principles of project managing and coordinating aspects of large or complex projects.

• Learn to interpret and apply laws, rules, and written directions to specific situations.

• Organize and prioritize work and meet critical deadlines.

• Perform difficult clerical work involving independent judgment; type with speed and accuracy at not less than 60 words per minute.

• Prepare clear and comprehensive reports; draft, compose and edit correspondence from brief oral and written instructions, using word processing applications and/or spreadsheet applications.

• Speak clearly and concisely to obtain and relay information.

• Take responsibility and use good judgment in recognizing scope of authority.

Job Responsibilities:

1. Assist with scheduling and staffing & regulatory compliance file keeping for registry staff.

2. Coordinates and implements a variety of Cardiovascular & Imaging Services related projects; provides operational and procedural support to the Director and department managers by coordinating and assisting with day-to-day operations.

3. Develops partnerships with various departments; tracks budget spending, orders supplies; prepares and submits Purchase Order, Invoices and Expense Reimbursement to Accounts Payable for payment; investigates and resolves billing /payment discrepancies; tracks Paid Time Off (PTO), audits and approves Timekeeping and works with payroll on related issues, works with the Contracts department to expedite contracts, works with Materials Management, Engineering and Information Technology on issues needing resolution and on office moves and facilities management issues; maintain and adjust work schedules for technicians.

4. Handles confidential information which has not yet been made public and normally available only to the Director and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of the department policies; takes responsibility for releasing information to authorized parties.

5. Maintains the Director’s appointment calendar exercising considerable discretion in committing the Director’s time or referring caller to another appropriate source of information or service; advises Director of appointments; sets up meetings, contacts participants, reserves rooms, prepares notices and agenda; and assembles material/documents needed for such meetings.

6. Relieves Director of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers matters to other staff members for research; contacts outside vendors, general public or County representatives on matters requiring independent judgment.

7. Screens phone calls, often personally handling those originally intended for the Director; provides information requiring knowledge of the Director’s particular area of responsibility; answers questions that involve searching for and abstracting technical data and detailed explanation of laws, policies, or procedures, referring only matters requiring policy decisions to superiors.

8. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the Director’s attention.

9. Develop, monitor and maintain work flow procedures and revises procedures manuals, ensures the availability of current information by collaborating with specific department leaders and IT for the ongoing maintenance.

10. Actively participate and set goals within the department; help identify areas of concern and develop corrective plans of action.

 Pay Range: $28.19 - $46.95 / Hour

The pay range for this position reflects the base pay scale for the role at Alameda Health System. Final compensation will be determined based on several factors, including but not limited to a candidate’s experience, education, skills, licensure and certifications, departmental equity, applicable collective bargaining agreements, and the operational needs of the organization. Alameda Health System also offers eligible positions a generous comprehensive benefits program.