Administrative Coordinator (2026-0778)

Job Overview

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands, and work environment conditions.

Qualifications

• Prefer college preparation and advanced secretarial skills and experience.
• Minimum of five years in a secretarial position at the senior management level.
• Required competency with Microsoft Word, Outlook, Excel, PowerPoint.
• Prior experience in a health care facility.

Essential Responsibilities And Competencies

• Provides administrative support to the Manager/Director of MSO and Medical Director of Medical Staff Services.
• Aids in various projects / events, such as Doctor's Day, VMC's Annual Medical Staff Meeting, Bi-annual Ongoing Professional Practice Evaluations (OPPE), software upgrades, or other projects needed to improve the performance and efficiency of MSO functions.
• Gathers needed information from medical staff members and/or medical staff leaders.
• Prepares/distributes monthly reports and medical staff bulletins, etc.
• Maintains and distributes ER Call schedule.
• Schedules and coordinates meetings; takes meeting minutes as needed.
• Serves as Receptionist to MSO, including interacting with medical staff members/leaders, volunteers, guests, and employees, and answering main MSO phone line.
• Ensures the MSO area always provides a professional look and tone.
• Aids in preparing meeting packets; assists medical staff members and/or leaders, as requested, with projects appropriate for execution by the Administrative Coordinator.
• Manages Outlook Calendar; provides a centralized resource for whereabouts inquiries.
• Frequently fields questions from all departments of the hospital/clinic network and volunteers; interfaces with multiple managers outside of the Medical Staff Services Department.
• Sorts and distributes all mail and deliveries as appropriate to the level of priority receipt.
• Maintains and stocks supplies.
• Assists with maintaining equipment service requests, IT call tickets and Engineering/EVS work orders.
• Maintains 100% confidentiality for all communications.
• Processes VMC check requests, assists manager with medical staff account deposits, reconciles credit card account.
• Compiles audit documentation for submission to payors.
• Processes approval packets for medical staff observers; updates and monitors the Medical Staff SharePoint site.
• Maintains expirable documents monthly; monitors and updates rosters; performs monthly exclusion monitoring; assists with provider onboarding process; oversees activity in the MSO Outlook account.
• Navigates confidently through a variety of computer programs.
• Promotes a positive image of VMC and the organized medical staff within both the hospital and the community at large.
• Promotes effective communication, problem identification and resolution skills.
• Offers initial response to inquiries in absence of manager and knows how to seek counsel when required.
• Recognizes issues that may impact group effectiveness and is able to share observations as appropriate.
• Demonstrates sound knowledge base in decision making.
• Functions with an awareness of safety needs and implements appropriate safety measures.
• Demonstrates understanding of and commitment to sound financial management and viability of the organization.