Administrative Project Coordinator

Job Summary:

The Administrative Project Coordinator plays a vital role in supporting Saint Joseph Medical Group Administration by collaborating with departmental directors, administrative leaders, managers, and project teams to ensure the successful execution of key initiatives. This role is responsible for assisting with large-scale projects by managing documentation, reporting, and oversight, while also independently leading smaller projects from initiation to completion. The Administrative Project Coordinator ensures projects are executed efficiently, within scope, and in alignment with organizational policies and procedures.

Key Responsibilities:

The Administrative Project Coordinator works closely with administrative leaders, managers, and cross-functional teams on a variety of projects, including but not limited to:

• Medical Records Management: Oversee storage and destruction processes to ensure compliance with regulatory standards.
• Insurance Renewal Coordination: Support the TeamNet Annual Insurance Renewal process.
• Process Improvement & Compliance: Assist with Rural Health Clinic Intensive process improvement projects and prepare for Quad A and Joint Commission clinic visits.
• Education & Training Support: Contribute to the development of educational programs such as the MA to CMA Program, Preceptor Development Program, and New Employee Orientation by assisting with teaching and material creation.
• Clinic Operations Support: Conduct on-site visits to Saint Joseph Medical Group clinics to assist with process improvement initiatives.
• Professional Development: Attend manager meetings to gain deeper insight into healthcare administration, operational decision-making, and leadership strategies.

Individual Project Assignments:

In addition to team-based initiatives, the Administrative Project Coordinator will take ownership of individual projects, including:

• Working with Insurance Carriers and closing Clinical Quality Care Gaps: Assist in monitoring and addressing quality gaps in patient care, and reporting to the carriers.
• EPIC Agenda Project: Support the implementation of EPIC-related initiatives in collaboration with key stakeholders.
• Monthly Communication & Engagement: Prepare and distribute monthly bulletin board emails featuring safety topics, huddle board tips, and HR culture updates.
• Meeting Support: Develop agendas and take notes for Rural Health Clinic Intensive meetings.
• Work queue Management: Understanding our EHR system (EPIC) and assisting in completing workques for our medical group clinics.
• Survey & Form Development: Create and manage Google Forms and surveys for various projects and process improvements.

Additional Responsibilities:

Qualifications:

• Associate degree or higher in healthcare administration, business administration, or a related field (required).
• CMA preferred
• Experience in project coordination, administrative support, or process improvement within a healthcare setting (optional)
• Strong organizational, communication, and problem-solving skills
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools
• Ability to manage multiple projects simultaneously while maintaining attention to detail
• Familiarity with EPIC or other electronic health record (EHR) systems is a plus