Clinic Administrative Coordinator

ASSIGNMENT SUMMARY

The Clinic Administrative Coordinator will be responsible for providing administrative support that affects direct operational and/or patient care services. This person will also provide assistance with front office duties including clinic reception and medical record keeping when necessary. They must be highly proficient in Microsoft Office programs and other computer functions in order to maintain detailed records.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

•Provides comprehensive administrative support services to the Clinic Directors that ensures aprofessional, responsive and effective experience with the organization as a whole.

•Records and transcribes meeting minutes, prepares meeting agendas and keeps project logsaccurate and up-to-date.

•Possesses information technology acuity to learn and use various software applications.

•Types memorandums, letters and other documents as required by project staff.

•Completes any necessary administrative tasks, such as research, maintaining files,typing/drafting reports and managing correspondences from project team members.

•Receives incoming calls, delivers voicemails, and provides responses to telephone inquiries inrelation to clinic services and employees.

•Scheduling appointments, management of emails & faxes.

•Capturing any scheduling errors with patient appointments.

•Provides sophisticated organization and calendar management.

•Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makesjudgments and recommendations to ensure smooth day-to-day engagements. Schedulesinternal and external meetings. Handles logistics for internal meetings.

•Plans, organizes, and schedules meetings in the office, off-site, and via videoconference

•Formats and word processes correspondence, reports, forms, etc., including proofreading andediting.

•Prepares accurate information of required daily visit reports, survey logs, Spore test results andother requested reports, as needed.

•Maintains and tracks invoice receipts.

•Maintains cash logs and submits daily cash and checks to the accounting department

•Represents management staff at meetings and takes notes as needed.

•Prepares presentations and/or reports for monthly staff meetings.

•Assist in scheduling interviews and onboarding new employees

•Be a site contact person as needed for patient service recovery.

•Documentation maintenance as it relates to licensing, permits, etc.

•Responsible for stocking necessary supplies for the clinic.

•Collects and Prepares employee’s timesheets, in a timely manner.

•Reports facility problems, IT issues, and/or unsolved problem to appropriate individual

•Coordinates administrative workflow of the department; recommends new processes asneeded.

•Interacts daily with employees to discuss standard business policy and procedures.

•Participates in the safety committee meetings and Human Resources events.

•Performs other department specific duties as assigned.

MINIMUM QUALIFICATIONS

•Bachelor’s Degree preferred

•A minimum of two-year experience in an office environment performing a similar level of workrequired.

•Prior health care experience preferred.

•Excellent written and verbal communication skills.

•Ability to work under pressure without extensive supervision.

•Ability to learn and apply an advanced understanding of the organization and its functionalpolicies and processes.

•Ability to manage dynamic calendars for management.

•Aptitude for learning new software and systems (i.e. eClinicalWorks)

•Advanced writing skills to compose detailed correspondence and to recommend updates todepartment documents as needed.

•Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications:Word, Excel, and PowerPoint.

•Excellent written and verbal communication skills

•Exceptional time management and organizational skills

•Computer skills, including email, Microsoft Office (Excel) & data tracking

•Ability to work quickly, follow directions and make independent decisions

•Ability to maintain confidentiality when handling patient medical records

•Ability to address patient service issues as needed and assigned by Clinic Director

•Experience in community clinic environment a plus

•Valid California driver license and insurable driving record required