Admin Coordinator II

Administrative Coordinator II

The Administrative Coordinator II provides comprehensive administrative support to the institute leadership and staff within the Coopers Women's Care Center/Family Planning. This role is pivotal in ensuring the efficient operation of daily activities, facilitating communication across departments, and supporting the delivery of high-quality patient care.

Responsibilities include managing calendars, coordinating schedule changes, booking conference travel, organizing on-call assignments, submitting reimbursements, supporting presentations and special projects, maintaining provider files, processing legal and licensure requests, and managing bump lists for appointments under 30 days.

Track and submit Paid Time Off (PTO) requests for all providers, ensuring alignment with clinic coverage and schedule demands. Follow up on PTO submissions to ensure accuracy and timely leadership approval.

Serve as the primary point of contact for key internal and external partners, including the PAC, Ambulatory Call Center, ambulatory leadership and staff, Institute leadership, Patient Relations, and special programs such as Hero Care and Operation Allies. Facilitate clear, timely, and effective communication across all stakeholders.

Attend and document minutes for division- and department-level meetings. Ensure timely dissemination of meeting summaries, action items, and follow-up communication to all relevant attendees.

Maintain Outlook calendars for assigned leadership, coordinate meetings, manage conference room calendar, assist with staff recruiting as needed, and assist with department request for service (e.g. ordering new equipment, set up of equipment, access to departmental programs, etc.)

Liaison to Medical Staff office for all Physician medical staff credentialing issues. Submit all licenses and credentialing documentation as it is renewed. Communicate with Medical staff for any credentialing needs. Process and track all evaluations, appointments and reappointment applications for the department. Maintain Licenses and database for Physicians and Nurse Practitioners.

Assist with all managed care applications for surgery Nurse Practitioners and Physicians. Receive, distribute and monitor all managed credentialing applications for department.

Promptly escalate operational concerns, provider-related issues, patient complaints, and other critical matters to appropriate leadership for timely intervention and resolution.

Provide daily assistance in all master scheduling duties. Enter special appointments. Adjust Physician and Nurse Practitioner schedules. Create schedules and templates Physician Call schedules.

Input monthly Physician call schedules and changes into Amion system for all divisions in department.

Assist with gathering miscellaneous data from clinical departments for use in financial analysis, budgets, and CUP policy development.

Interpreting Services – process incoming invoices and allocate to division/location level. Track actuals spend v. budget

Performs all related duties or special projects as assigned/required.

3-5 years' experience preferred

High School/GED Required

Associates Degree Preferred

Communication – Ability to communicate with patients, visitors and coworkers

Microsoft proficiency (Excel, Word, PowerPoint)

EPIC experience preferred

Ability to multitask, prioritize responsibilities, and work independently in a fast-paced healthcare environment.

Salary Min ($) USD $25.00

Salary Max ($) USD $42.50