Office Coordinator-Full Time-Days

Location: Fayetteville, North Carolina – Cape Fear Valley Medical Center, Engineering Department

About the Role

Performs office coordination, secretarial, clerical, and general office duties. Receives visitors, answers and routes telephone calls, and provides information and referral services to callers, directing them to community agencies as appropriate.

Responsibilities

• Composes and types general correspondence, reports, memoranda, and necessary forms.
• Maintains employee files and records in accordance with compliance requirements established by relevant government agencies.
• Maintains required reports and logs and ensures documents are up to date and ready for review by auditors/inspectors.
• Assists in maintaining employee education files and ensuring staff are up-to-date on required certifications.
• Responsible for timekeeping, payroll review, and preparation for providers and nursing staff.
• Publishes and distributes provider schedule and on-call calendars.
• Coordinates with providers to cover schedule gaps and ensures adequate coverage of the units.
• Assists with scheduling and meeting scheduling deadlines.
• Assists in coordination of new employee onboarding, scheduling, and training.
• Coordinates various correspondence with staff, providers, and vendors.
• Prepares agendas, schedules meetings, takes and transcribes minutes, and distributes them accurately.
• Assists in scheduling meetings for providers and staff.
• Prepares and submits for approval and reimbursement requests for conferences, meetings, purchase requisitions, and employee travel/education.
• Takes inventory of current supplies and places orders for necessary medical and non-medical supplies for the units.
• Prepares requested graphs and report data based on EPIC data reports.
• Assists in processing and preparing annual performance evaluation reports and audits.
• Distributes mail and faxes.
• Other duties as assigned.

Requirements

• High school graduate or equivalent required; Associate Degree in a relevant field preferred.
• 2 years of office/admin experience required; healthcare experience is preferred.

Skills

• Proficiency in reading, writing, and speaking the English language.
• Ability to perform administrative and clerical duties, including preparing correspondence and reports.
• Clerical expertise to proofread typewritten materials, index and file correspondence, records, and reports, and organize daily work.
• Ability to compose minutes/letters using proper rules of grammar, spelling, and punctuation.
• Ability to interact tactfully and diplomatically with hospital management, physicians, visitors, patients, and other staff, as well as outside organizations.
• Demonstrates leadership qualities and organizational skills.
• Ability to manage multiple activities and projects simultaneously with strong organizational skills.
• Strong written and verbal skills, results-oriented, and exemplifies a team-player attitude.
• Knowledge of advanced computer applications (e.g., Excel, PowerPoint, Word).

Physical Requirements

• Long periods of sitting, standing, reaching with arms, stooping, kneeling, or crouching.
• Occasionally lift and/or move up to 15 pounds.
• Motor coordination and finger dexterity required to operate a computer and type.
• Near visual acuity to proofread and operate a word processor.