Operations Coordinator

Overview

This position is responsible for coordinating the ongoing non-clinical operational issues of assigned units/departments and provides administrative support to assigned directors and managers. This position requires proficient computer skills in spreadsheets, databases, and word processing. May support the following: financial management and reporting, billing, admitting/charting (as applicable in clinical offices), technology support, process improvement projects, scheduling, payroll, incentive, and contracted employee tracking, supply and forms inventory control, ordering and cost containment.

The position coordinates interdepartmental and intradepartmental meetings and activities necessary to support the management team. This position provides secondary support to identified cost centers on an as-needed basis and may provide relief coverage for other clerical or administrative support staff.

Associate s Degree

Equivalent experience accepted in lieu of degree

Strong analytical

Organizational

Interpersonal and customer service skills

Ability to prioritize and manage multiple responsibilities/tasks

Word Processing And Spreadsheet Skills Required

1-2 years experience related field

Assists the nurse managers in staffing and scheduling activities. Provides support to the management team in the development and maintenance of computerized master schedules. Assists with ongoing schedule file maintenance as necessary. Coordinates many aspects of the operations function including personnel data tracking for the assigned management team, communications, scheduling, paperwork and orientation processes, management team schedules and meetings, and any other operational tasks.

Develops and maintains database/spreadsheet systems for tracking staff participation in staff meetings, education, etc. Prints of materials for new employee orientation or other education.

Develops and maintains tracking tools for time and attendance. Coordinates, develops and maintains shared network drive folders, file maintenance, and access rights of the management team files. Enhances the daily efficiency of operations. Develops and participates in projects to improve operations. Makes every effort to improve quality while reducing costs. Develops and maintains effective working relationships with peers and other departments.

Communicates pertinent information in a timely manner. Recognizes and initiates process changes that would improve service. Maintains records and reports in an accurate and organized manner to assure easy retrieval of data. Provides administrative and operational support in the practice. Provides additional leadership to practice as well as responsible for Athena scheduling, processing lab requisitions, and results fee ticket printing. Also works with Office Manager on interviewing new hires and is backup for Kronos.

Provides clerical support as needed. Processes updated policies and procedures to departments and appropriately files in policy and procedure manuals.

Copies, distributes, and files materials as directed. Types meeting minutes and correspondence as needed. Coordinates and organizes the scheduling of meetings. Reserves conference rooms and coordinates refreshments as needed. Types and processes new or revised policies and procedures as needed. Provides financial management support. Participates in annual budget development. Monitors and follows up on budget variances. Collects and compiles unit or service-line statistics.

Assists in the preparation of quarterly operations reports and gap analyses. Develops and implements systems to audit non-salary expenses, including capital equipment and supplies. Prints and organizes financial reports and distributes to the management team.

Working Conditions:

• Climbing - Rarely
• Concentrating - Consistently
• Continuous Learning - Consistently
• Hearing:
  Conversation - Consistently
• Hearing:
  Other Sounds - Frequently
• Interpersonal Communication - Consistently
• Kneeling - Occasionally
• Lifting