OFFICE COORDINATOR (SURGICAL SERVICES)

Closing date: Monday, August 17, 2026 at 4:00 PM (MST). Applicants must have a valid, unrestricted insurable driver’s license. Resumes and references are required.

Responsibilities

• Coordinate a variety of administrative clerical support activities to facilitate and expedite the administrative and clerical priorities of the Surgical Services Department.
• Manage the daily schedules and calendars for the Chief of Surgical Services, Deputy Chief of Surgical Services, and Lead Advanced Practice Clinicians in a clear, accurate, efficient, and confidential manner; schedule appointments and confirm meeting attendance.
• Prepare travel and training requests, travel expense reports, and travel arrangements for the Surgical Services Department; maintain documentation of employee continuing education related travel expenses.
• Coordinate and schedule meetings and other events, reserve conference rooms or other meeting spaces, prepare agendas and other meeting information, transcribe and maintain copies of meeting minutes, and distribute such information to all involved parties.
• Organize, plan, coordinate, and execute all Surgical Services-related meetings, including scheduling, managing ongoing agendas, and ensuring all necessary stakeholders and consultants are present and informed.
• Contribute to Surgical Services meetings by preparing presentations and reports; take comprehensive notes during meetings and distribute them to all stakeholders in an efficient and timely manner.
• Assist in preparing and coordinating all necessary data and documentation to ensure compliance with Surgical Services standards, including helping with the annual reporting process and submitting data that demonstrates ongoing adherence to accreditation requirements.
• Prepare and/or coordinate reports including quality data, statistical data pertinent to Surgical Services operations, presentations, forms, spreadsheets, letters, and other correspondence.
• Maintain files and records of vendor contracts, contract files, maintenance agreements, and Memorandums of Agreement (MOA).
• Maintain accurate records of budget funds allotted to the Surgical Services Department; ensure timely and accurate status of funds available, charging the correct accounting codes, verifying all classification codes, and identifying and justifying purchases and services required.
• Compare requests for fund usage with account balances to assure that funds are sufficiently available for transactions.
• Receive telephone calls and visitors; respond to requests for information concerning clinic program functions and personally prepare responses from source material.
• In the supervisor’s absence, assume responsibility for ensuring that requests for action or information are made known to responsible staff personnel who can satisfy the requests; follow up on required actions and inform the supervisor of status.
• Assist supervisor’s subordinates in the work of the office, including distributing the workload to clerical help to manage fluctuating workloads, explaining report requirements, arranging for submission of data, and assembling into general reports.
• Receive and control mail, routing items directly to the appropriate offices for action, assembling background information before routing mail to the supervisor, and notifying the supervisor of pending delays and their reasons.
• Review outgoing correspondence for signature of the supervisor and confirm all necessary information has been appropriately provided.
• Organize and maintain files and records, manuals, handbooks, and other related materials.
• Maintain personnel listings of all Department employees and update department phone listings.
• Maintain a log on medical supplies and medical equipment received and delivered related to the Surgical Services Department; submit invoices to Accounts Receivable for payment and follow up to ensure payments are processed in a timely manner.
• Use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and other relevant software to process and produce a wide range of documents, some of which require complex formats in support of office automation functions.
• Participate in and coordinate departmental projects at the request of the Chief of Surgical Services.
• Perform other duties as assigned.

Requirements

• Three (3) years of direct work experience in a healthcare office with administrative duties or surgical subspecialty clinic professional environment.
• Associate’s Degree in Business Administration or related field or equivalent.

Navajo/Indian preference: FDIHB has implemented a Navajo/Indian Preference in Employment Policy. Applicants who meet the minimum qualifications and are enrolled members of the Navajo Nation will be given primary preference; members of other federally-recognized Indian tribes will be given secondary preference.

Pay

$23.52 – $28.69 per hour.