Administrative Coordinator

Primary Duties And Responsibilities

• Greet and assist all visitors to the Department.
• Answer multi-line telephones. Refer callers to the appropriate person/office and take detailed messages when appropriate.
• Open, review, and distribute incoming mail. Process outgoing mail.
• Receive and distribute incoming faxed documents. Fax and scan administrative documents as needed (incoming faxes and correspondence relating to patients should be forwarded to the clinic).
• Maintain a conflict-free electronic calendar for the Vice Chair of Quality and Safety and Physicians by scheduling, coordinating and monitoring administrativemeetings and appointments. Consult with the Administrative Specialist as needed.
• Schedule and coordinate travel arrangements for the Vice Chair of Quality and Safety Physicians as needed.
• Process patient record requests by forwarding information to the Medical Records Office.
• Absorb and perform other duties as assigned.

Financial Accounts

• Accurately process check requests to pay invoices.
• Process shopping carts to generate purchase orders for office supplies and equipment for various PMR office locations (Phipps, Meyer, WhiteMarsh and Greenspring Station).
• Accurately process travel reimbursements.

Operational Functions

• Submit and follow up on work requests to Facilities and Catering.
• Telecommunications and IT.
• Perform an inventory of supplies and equipment.
• Maintain administrative equipment.

General

• Display a professional manner.
• Demonstrate initiative and responsibility.
• Work both independently and as a team.
• Prioritize and perform multiple tasks.

Qualifications

• Maintain files and data compilation as needed.
• Update Outlook Group as directed.
• Order Lab coats for PMR clinical faculty as directed.