Administrative Coordinator (4999)

JOB SUMMARY
Coordinates and provides administrative support to Quality Program as required. Manages administrative functions to achieve departmental goals and support departmental manager as needed.

Key Job Responsibilities

• Demonstrates knowledge and skills to perform administrative and technical functions and activities to support
• Quality department. Handles administrative matters in accordance with established time frames and guidelines.
• Ensures confidentiality of information.
• Ensures all visitors and telephone calls are handled in a courteous and friendly manner.
• Prepares and types a variety of materials including correspondence, memos, contracts, reports, minutes of meetings, etc.
• Composes correspondence and memos as instructed
• Takes meeting minutes and types, duplicates and disseminates materials.
• Schedules appointments and maintains calendars; arranges/coordinates conferences and meetings; and makes travel arrangements.
• Assists in coordinating the distribution of materials, reports, etc.
• Processes departmental mail in a timely manner.
• Requisitions and maintains adequate levels of office supplies and ensures that equipment is in good condition.
• Provides research and administrative support to special projects.
• Performs time and attendance responsibilities per payroll policies and procedures.
• Keeps Director/Manager informed of any issues/concerns which require intervention.
• Assists in implementing and maintaining all databases to ensure efficient and accurate data management.
• Interacts and works collaboratively with patient/family/hospital staff/media/government officials/executive staff and board members in a customer responsive and courteous manner, in compliance with iRESPECT standards and promoting patient/customer satisfaction.
• Maintains confidentiality of patient, department and/or hospital information. Adheres to established department and organization policies in releasing patient information (i.e. HIPAA, Confidentiality, and Compliance Policies).
• Provides data collection and analysis support. Maintains current awareness of requirements for data collection and ensures compliance.
• Collects and records clinical data into computer system. Performance of data entry is in accordance with established guidelines as evidenced by random audits, edited reports or identified trends that directly compromise the integrity database.
• Corrects, updates, and transmits data to ensure that accurate information is maintained at all times.
• Prepares and maintains required reports, records, logs and files for operational, administrative and compliance purposes.
• Organizes data into reliable, timely and error free reporting items and presentation graphics.
• Utilizes computer and information systems to enter, format and retrieve data, generate statistics, computations, tables, charts and graphs.
• Prepares Referral and Call Center reports.
• Responds to data requests for medical/nursing various reports and statistical information from other hospital departments as well as appropriate outside agencies within established departmental polices, procedures and time frames.
• Maintains confidentiality of information collected and reported in accordance with HIPAA/compliance policies and procedures.
• Assists in care and maintenance of department equipment and effective utilization of supplies. Notifies manager of system/equipment malfunction.
• Adheres to established policies, compliance/quality improvement, and safety, environment and infection control standards.
• Completes required continuous training and education, including department specific requirements.

Physical Demands

• Standing - Occasionally
• Walking - Occasionally
• Sitting - Constantly
• Lifting - Rarely
• Carrying - Rarely
• Pushing - Rarely
• Pulling - Rarely
• Climbing - Rarely
• Balancing - Rarely
• Stooping - Rarely
• Kneeling - Rarely
• Crouching - Rarely
• Crawling - Rarely
• Reaching - Rarely
• Handling - Occasionally
• Grasping - Occasionally
• Feeling - Rarely
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motions - Frequently
• Eye/Hand/Foot Coordination - Frequently

Qualifications

• Associate's Degree or equivalent education/experience. Required
• At least 2 years experience progressive administrative experience. Required