Unit Coordinator/Admin Assistant - Endoscopy

The Adult Endoscopy unit is a designated care area for adult patients undergoing endoscopic procedures inclusive of colonoscopies, upper endoscopies, trans-nasal endoscopies and flexible sigmoidoscopies. In addition, advanced interventional endoscopic procedures are also conducted. The unit also offers a variety of diagnostic tests for patients with liver disease, including Fibroscan, as well as interventions like esophageal banding. Furthermore, the department serves as a procedural to the Pulmonary Department, who performs bronchoscopy procedures. This is a fast-paced environment with five procedure rooms and 15 bays for prep and recovery.

In this role, a typical workday will consist of:

1. Answering phones (communicating with patients who have questions and directing patients to inpatient floors, radiology).

2. Assisting the charge nurse with admin tasks (calling patients, procedural areas, entering tickets for IT/Biomed issues)

3. Learning to book endoscopic procedures

5. Reviewing prep instructions with patients

6. Ordering office supplies for staff as needed

Schedule: 40 hours per week, Mon-Fri, 8am-5pm.

Job Overview

This position ensures continuous, efficient, and smooth operation of the department. Involves being a clerk, receptionist, typist, and cognizant of customer service and time. Accomplishes these tasks, in part, by assisting callers, taking messages, managing the department’s calendar, placing purchasing orders, and maintaining an up to date filing system. Handles matters of a routine nature to conserve supervisor’s time.

Job Description

Minimum Qualifications:

1. High School diploma or equivalent.

2. Two (2) years of related experience.

Preferred Qualifications:

1. Completed Medical Assistant education from an accredited program that was accredited at any time during the student's enrollment OR Graduated within the 36 months prior to the program becoming accredited.

2. Two (2) years of medical office experience.

3. Bi-Lingual (Mandarin & Cantonese preferred).

4. Experience with electronic patient record systems.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.

2. Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.

3. Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.

4. Receives, handles, and transfers phone calls and messages within the department promptly and courteously.

5. Greets visitors in a friendly, professional manner and direct to appropriate person/place.

6. Collects and gathers information needed for conferences, meetings, and reports.

8. Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested. Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement.

9. Maintains office files through development of an organized and efficient filing system. Ensures that filing is maintained on a daily basis. Filing will also include maintaining a directory on the hospital network to minimize the need for paper filing.

10. Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash. Ensures that appropriate documentation is attached to each form.

11. Maintains and orders office supplies as necessary.

12. Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.

13. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.

14. Maintains confidentiality in all office matters.

15. Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.

16. Monitors the unit cost and quality of departmental supplies purchased from outside vendors. Negotiates purchase agreements with vendors.

17. Attends meetings, as requested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.

18. Coordinates the assignment and set up of new staff, processing network request forms, passwords and ordering and setup of new equipment.

Physical Requirements:

1. Normal office setting.

2. Frequent contact with patients, medical staff, and department personnel.

Skills & Abilities:

1. Ability to manage multiple, simultaneous tasks, and prioritize according to established criteria and protocols.

2. Good organizational and communication skills, both verbal (in-person and with telephone phone) and written in English.

3. Good computer skills using Microsoft office including Outlook, Excel, and PowerPoint.

4. Ability to ensure accurate message taking.

5. Excellent interpersonal skills.

6. Ability to work under pressure.

7. Working knowledge of office equipment, such as printers and fax machines.

8. Ability to adapt to conflicting and/or changing priorities.