Service Line Coordinator of Womens and Childrens and Specialty Medicine

The Service Line Coordinator provides comprehensive administrative and project coordination support for assigned clinical service lines. This role ensures efficient information flow, supports key strategies and initiatives, and facilitates the smooth operation of daily activities across departments. The coordinator is a liaison among leadership, staff, and external partners and supports organizational goals.

Essential Job Functions

• Manage calendars, schedule meetings, coordinate travel arrangements, and prepare meeting agendas and minutes for leadership teams.
• Coordinate necessary signatures for approvals and maintain confidential files and data.
• Answer multi-line telephones, screen calls, and direct inquiries appropriately.
• Assist with planning, implementation, and tracking of projects and initiatives, including monitoring timelines and following up on action items.
• Support various programs, committees, and special events, including logistics, budgeting, and presentations.
• Collect, compile, and analyze data related to service line performance, patient volumes, and assigned activities; prepare reports and presentations for leadership.
• Serve as a point of contact for internal and external stakeholders.
• Draft and edit correspondence, memos, and other documents on behalf of the leadership team.
• Act as a resource for leaders, physicians, and staff regarding procedures, policies, and technical assistance.
• Assist with budget tracking, expense reports, and ordering supplies.
• Monitor invoices and expenses, ensuring resources are allocated efficiently.
• May assist with work across departmental lines to meet organizational needs.
• May represent departments in delegated committees and meetings.
• Facilitate and coordinate bi-weekly payroll review and authorizations for assigned staff and departments.
• Coordinate logistics for meetings, workshops, conferences, and outreach events.
• Develop plans, coordinate with the direct supervisor on budgets, and arrange for speakers and continuing education credits.
• Prepare and control records, statistics, and reports regarding business operations.
• Maintain databases and spreadsheets for compiling reports and project coordination.
• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Minimum Qualifications
Education
• Minimum High School or GED
• Preferred 2 Year / Associate Degree In related field.

Experience
• One (1) year of progressive experience coordinating activities and information/data maintenance, preferably in a healthcare setting.
• Prior experience must include interactive responsibilities with staff and public and the ability to work collaboratively with diverse teams and leadership.

Or an equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities will be considered