Administrative Coordinator

Summary :

Under general supervision provides secretarial clerical and administrative support services including scheduling of meetings and appointments screening calls preparing correspondence taking minutes of meetings maintaining patient records preparing statistical analyses etc. Schedules priorities assigns work to and reviews performance of subordinate clerical workers.

Responsibilities :

Coordinates the efficient flow of work through an assigned area of responsibility. Prioritizes and assigns work to subordinate clerical personnel reviews work for accuracy grammar punctuation completeness and format. Provides functional guidance regarding clerical operations policies and procedures of the department.

Interviews prospective employees recommends selection completes performance appraisals recommends corrective action up to and including termination and recommends salary adjustments where appropriate.

Maintains supervisors calendar without prior clearance. Schedules meetings and appointments arranges travel accommodations. May prepare agendas gather pertinent data for dissemination and attend meetings to take compose transcribe and distribute minutes.

Answers telephone and receives visitors. Ascertains needs establishes priorities and investigates background material. Responds to those inquires within the level of responsibility and authority relaying other calls to the appropriate individual.

Prepares and maintains a variety of reports and documents (often of a confidential nature) requiring file search interpretation and compilation of data (i.e. budget reports billing grant proposals time sheets etc.) May prepare statistical analyses for number of patients type of treatment or service provided number of discharges tray census dietary statistics report or other reports requiring compilation tabulation and / or display of data.

Composes rough and final drafts of memos correspondence and reports utilizing knowledge of situation. Signs routine correspondence in own name. May coordinate information in order to prepare department newsletter designs and prepares cover letter forms etc.

Completes a variety of typing tasks including correspondence personnel profiles agendas manuscripts records charts statistical tables forms etc. which may require knowledge of medical terminology. May take transcribed dictation.

May gather information and prepare billing for service rendered sending as appropriate to an individual or third party payer. Maintains appropriate records for budgetary purposes.

Establishes maintains and revises as necessary records and filling systems often handling highly confidential materials such as budget payroll patient and personnel data. Proposes changes in work procedures to more effectively coordinate flow of work through area of responsibility.

Records and monitor expenditures against budget alerts supervisor of possible areas of concern.

Maintains inventory and orders office / medical supplies at own discretion but according to knowledge of usage patterns and within established guidelines. Prepares and follows up on purchase orders.

Performs library research in order to secure materials or guide supervisor to appropriate source and to prepare bibliographies on a given topic. May maintain departmental resources library.

Performs clerical duties using such equipment as calculator copy machine word processor typewriter and transcription equipment. Opens sorts and distributes mail. Answers routine requests maintains time sheets for personnel processes requests for checks and expense vouchers.

Performs duties of subordinate clerical staff due to absence or if workloads require.

Performs other duties as assigned.

Other information : BASIC KNOWLEDGE :

Work requires in addition to the skills normally obtained through High School one year of formal secretarial / business education or its equivalent.

Medical terminology may also be required.

Interpersonal skills to effectively interface with Hospital personnel and persons from outside the Hospital such as vendors patients etc. and to direct the activities of a subordinate clerical group.

Analytical ability in order to search records interpret materials and prepare a variety of reports and documents.

Written and oral skills to prepare and review a variety of reports documents correspondences and to effectively communicate policies and procedures.

Ability required to operate a dictation machine and related equipment.

Organizational ability to prioritize and assign work and to develop and maintain records and filing system.

Proficient computer and typing skills to prepare a variety of reports documents and correspondence.

Ability to exercise considerable independent judgement requiring knowledge of department policies and procedures.

EXPERIENCE :

Between one to two years progressively more responsible experience acquiring secretarial skills and experience-based knowledge of support functions ability to effectively coordinate an efficient work flow exercise independent judgement and to develop interpersonal / communication skills.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS :

Normal office environment with some walking to assign work and review performance of clerical staff.

SUPERVISORY RESPONSIBILITY : None