Office Coordinator

About The Job

General Summary of Position

Plans organizes and coordinates various department activities, functions, programs, or events. Performs diversified administrative duties such as typing, scheduling appointments, record keeping, database administration, etc. Maintains statistical data and distribution as required.

• Maintains appointment calendars for assigned staff.
• Coordinates the work of office staff with responsibility for workflow and outcome.
• Manages the administrative function of the department.
• Plays a role in the achievement of established department goals and objectives.
• Complies with governmental and accreditation regulations.
• Investigates and resolves problems within scope of authority.
• May assist in the selection, training, orienting, and assignment of department staff.
• May assist with the development of standards of performance, management planning, and personnel actions.
• Maintains personnel records including licenses if applicable and prepares and submits personnel forms and processes job actions.
• Prepares and submits weekly payroll data sheets, collects and distributes payroll checks, and resolves payroll issues within the department.
• Maintains accurate database and filing systems for the department.

Primary Duties And Responsibilities

• Answers telephone, screens and routes calls, takes messages, and provides prompt and appropriate assistance to callers.
• Screens and routes incoming mail and distributes correspondence and other material.
• Picks up, opens, and routes incoming mail and distributes correspondence and other material.
• Receives deliveries.
• May be required to transcribe minutes and take dictation.
• Arranges/schedules meetings, conferences, seminars, and other related activities for the department and supervisor.
• Maintains appointment calendars for assigned staff.
• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards.
• Investigates and resolves problems within scope of authority.
• Takes initiative to determine appropriate action and resolution of various day-to-day matters, issues, and projects within scope of authority.
• Exercises independent judgment with respect to real and potential problems and brings such matters to the attention of appropriate party with recommended action when appropriate.
• Manages the administrative function of the department.
• Plans, organizes, and coordinates special projects, programs, and/or events for the department.
• Coordinates the work of office staff with responsibility for workflow and outcome.
• Solves problems to ensure efficient operation of the office.
• Collects and maintains statistics as needed.
• May assist in the selection, training, orienting, and assignment of department staff.
• May assist with the development of standards of performance, management planning, and personnel actions.
• Maintains personnel records including licenses if applicable and prepares and submits personnel forms and processes job actions.
• Prepares and submits weekly payroll data sheets, collects and distributes payroll checks, and resolves payroll issues within the department.
• Maintains accurate database and filing systems for the department.

Minimal Qualifications

• Education: High School Diploma or GED equivalent, required. Associate's degree in business courses/secretarial training, preferred.
• Experience: 3-4 years administrative/secretarial experience; transcription experience, required. Medical office/hospital or ambulatory setting, preferred.
• Knowledge: Strong working knowledge of Microsoft Word, Excel, and Access software applications.
• Skills: Excellent verbal and written communication skills, good problem-solving, customer service, and time management skills.
• Abilities: Transcription skills may be required.

Hiring Range

This position has a hiring range of USD $23.65 - USD $42.03 /Hr.