Office Coordinator PRN

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.

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.
• 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.
• Complies with governmental and accreditation regulations.
• 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.
• Captivates 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 development of standards of performance, management planning.
• May initiate or make recommendations for 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 and orders supplies and requests maintenance of office equipment.
• Monitors and resolves work order requests and acts as liaison with vendors and negotiates and resolves problems/issues.
• Recommends equipment replacement as needed and researches replacement options.
• Obtains/maintains contracts with maintenance/repair companies.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts as required.
• Participates in multidisciplinary quality and service improvement teams.
• Processes check requests, travel requests, invoices, billing, and purchase orders.
• Prepares weekly or monthly statistical reports of charges to department budget and investigates variances.
• Maintains accurate database and filing systems for the department.

Minimal Qualifications

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

Pay Range

This position has a hiring range of USD $23.19 - USD $40.61 /Hr.