Department Coordinator

About the role

The role is responsible for managing the daily administrative functions that support operations of the Department. Facilitates multiple ongoing projects and designs and maintains multiple databases and dashboards. Is responsible for the effective operations of all clerical support activities, purchasing/supply management, and the daily operational needs of the Department.

Responsibilities

• Manages some financial functions for department/programs.
• Enters and authorizes numerous weekly purchases and expenses for the department.
• Collaborates with purchasing to ensure that product selections, vendor choice and price are consistent with hospital practices/policies.
• Maintains calendars, sets up appointments, and coordinates numerous department meetings.
• Assists in the preparation and coordination of meetings, responsibilities including scheduling, agenda writing, minute-taking, photocopying, and catering requests.
• Takes and distributes meeting minutes in a timely fashion.
• Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
• Updates department phone directory and Outlook distribution lists.
• Manages a high volume of internal and external calls for all programs within the departments; Discerns urgent calls and acts on them appropriately and arranges for phone coverage utilizing all support staff as needed.
• Processes incoming/outgoing mail and high volumes of packages for the department.
• Ensures all areas are sufficiently stocked with necessary supplies at all times, tracking supply inventory levels and maintaining office/departmental supplies in an organized fashion.
• Manages employee schedules for departmental time off calendar.
• Creates and updates new hire orientation content and packets as needed.
• Serves as a resource to all department staff.
• Carefully monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse of supplies and equipment.
• Quality/Process Improvement Leads and/or assists with special projects, including coordinating staffing for the project, maintaining minutes and project schedules and deadlines.
• Develops and implements operational improvements as indicated.
• Oversees and maintains departmental data collection.
• Trips staffing issues to appropriate manager/leader.

Qualifications

• A High School Diploma / GED is required.
• A Bachelor's Degree in Business Administration, Finance, Health or related field is preferred.
• At least five (5) years of Administrative experience to C-Level Executives or Physicians is required.
• At least three (3) years of previous experience interacting with high-level executives is required.

Skills and Abilities

• Group process facilitation, team building, problem solving, analysis of data, program planning, budget development and justification, writing and editing, astute attention to detail, initiative, high EQ, self-starter, self motivated, proactive and intuitive thinker.
• Proficient to Advanced Office Suite/Office 365 user.
• Proficient to Advanced in Outlook.
• Proficient to Advanced in Task Management/Project Management Tools.

Pay

SALARY RANGE: $58,300.00 - $72,900.00 Annually