Medical Services Office Coordinator

Overview

Provides support to Nursing Director Team, Nursing Managers, and Nursing Supervisors, as well as backup to the Medical Services Team. This includes overseeing the recruitment process for new hires for the nursing division, co-leading, scheduling and coordinating meetings, overseeing and processing invoices and contracts, assisting with payroll issues and concerns, maintaining a neutral budget, and regular budgetary report outs on the Nursing Division.

• Assists in recruitment by planning and participating in career fairs, liaising with local schools, colleges, and universities, and maintaining relationships with contract staffing agencies to coordinate direct hires. Coordinates applicant interviews and onboarding processes by maintaining continual contact with applicants to ensure documents are completed in a timely manner. Responsible for creating all training and onboarding schedules for new hires in the nursing division.
  
  Schedule coordination and onboarding is specific to each new hire and their individual department.
• Provides administrative support including contracts in Cobblestone, invoicing in Workday, Medical Executive Leadership Team (MELT) meeting minutes, Pharmacy & Therapeutics (P&T) meetings, Avatar, Telemedicine and H1 Visa processing. Provides direct support to the Chief Nursing Officer with multiple large-scale projects including expansion projects, compensation reviews, process implementation, continuing education of the nursing division, PowerPoint presentations, financial spreadsheets, special reports, agenda material, etc.
• Drafts, reviews, and sends both internal and external communications on behalf of Nursing Leadership.
• Manage calendars for nursing leadership and nursing management team.
• Maintains site’s business systems and processes (e.g., scheduling, filing, data entry, billing) in line with the site’s standardized business practices; regularly evaluates systems to ensure adherence to standards; identifies and resolves problems and, as needed, recommends improvements. Participates in budget planning and preparation, position control, and monitoring the finance budget for the nursing division for the fiscal year. Attends all budget-related meetings.
• Runs miscellaneous reports on request (e.g., time sheet verification, caseloads, deficiency reports) and various monthly/quarterly reports; assesses validity of reports and, when needed, engages in problem-solving to correct inaccuracies.
• Transcribes source material, prepares documents, reports, tables and charts; distributes as appropriate. Prepares, reconciles, and submits expense reports on behalf of the CNO and other nursing leadership. Monitors the site’s inventory of office supplies and orders supplies as needed.
• Processes maintenance and repair requests, coordinating with Properties Management or the lessor/landlord as appropriate.
• Serves as Nursing Services liaison to Human Resources and, as needed, generates Personnel Information Documents (PIDs) for nursing staff.
• Serves as nursing staff liaison to Payroll and, as needed, assists with rectifying payroll issues, initiating bonuses or compensation structure changes.
• Serves as nursing staff liaison to Accounts Receivable, performing billing functions (e.g., grants, case management), ensuring the site’s clinical services are billed properly and timely, and following up on and resolving billing rejections.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those presented in this description.

• An Associate’s or Bachelor’s Degree is preferred, but a high school diploma or equivalent is required.

• Minimum two years’ administrative experience using basic secretarial skills with a Bachelor’s degree or the equivalent of a minimum of five years’ previous experience in an administrative position with less than a Bachelor’s.
• Advanced knowledge of Microsoft Office Suite.
• Exceptional writing, editing, and proofreading skills including typing speed 50 – 60 words per minute.
• Good oral and written communication skills.
• Self-starter with excellent interpersonal and time management skills.
• Ability to pay attention to detail and prioritize.
• Excellent organizational skills and multitasking ability.

• Frequent sitting; occasional standing and walking.
• Ability to bend, stoop, and reach.
• Frequent periods of sitting and typing on a computer and keyboard.
• Good visual acuity.

Within the bounds of their respective job descriptions, all staff are expected to exercise principle-centered leadership, focused on customer service responsiveness, with a continuous quality improvement orientation. All staff are expected to develop a working knowledge of and follow policies and procedures related to safety management and other Joint Commission standards.