Office Coordinator

Job Summary

Provides and coordinates administrative and clerical support to department or service line. The Office Coordinator reports to the Department Supervisor and supports 8 unique specialties across 3 Community Health Medical Centers. Regular travel between all Medical Center locations is required.

• Greets and assists visitors to the department.
• Answers all incoming telephone calls and provides accurate information as needed.
• Attends assigned meetings, records minutes, and maintains meeting attendance records.

• Maintains calendars for executives and leaders.
• Maintains an organized filing system to easily access information as needed.
• Arranges and provides operational support for meetings and events, including conferences, conference calls, and video conferences.
• Plans and coordinates travel arrangements as needed.

• Collects invoices for department services, if applicable.
• Files expense reports.
• Submits requests for disbursement to Accounts Payable.

• Orders supplies and maintains inventory for the department.
• Completes requisitions and sends to Purchasing Department or vendor.
• Receives and distributes supplies.

• Completes timekeeping duties accurately and by prescribed deadlines.
• Tracks attendance occurrences and submits reports to the supervisor and director as requested.
• Determines the need for corrective action as appropriate.

• Processes requests for employee access in a timely manner.
• Maintains access records on each employee for compliance standards.
• Terminates accesses that are no longer needed.

The incumbent may be asked to perform additional duties as assigned.

Education: High School Diploma or GED required.

Experience: Minimum of 2 years of successful experience interacting with the public. 1 year of experience in a healthcare environment preferred. Refer to the Life Support Training Policy for additional details.

Licensure: N/A

Additional Skills/Requirements

Required:

• Ability to carry out instructions (verbal and written).
• Ability to adjust/operate office equipment.
• Ability to communicate in a professional setting, in person and on the telephone.
• Ability to interpret feedback from patients in all age groups.
• Computer knowledge including basic computer programs and word processing.
• General keyboarding skills.
• Ability to understand general statistics.
• Knowledge of medical terminology, reading and writing.
• Must be personable and able to interact with therapist and staff.
• Self‑motivated.
• General inherent organizational skills.

Additional Skills/Requirements Preferred:

• Follows physical demands for current staffing position.
• Pleasant demeanor and specific attention to detail.
• Ability to calmly interact with a variety of people.
• Ability to manage multiple tasks at once.
• Ability to tolerate long periods of sitting.
• Must be able to read medical records and computer information.

Physical Demand Code: 6A, Customer Service. Work Function/Activity:
Sedentary to Light Physical Demand. The job requires frequent sitting and standing, occasional walking, and bending/stooping. Frequent repetitive arm, hand, and finger movements. Proficient communicative, auditory, and visual skills. Attention to detail and ability to write legibly. Ability to lift/push/pull up to 20 lbs. occasionally. This job description may not include all assigned duties, responsibilities, or aspects of the job described.

It may be amended at any time at the sole discretion of UVA Health Northern VA & Culpeper.

• May require the use of safety equipment, such as HEPA mask, for infection prevention:
  No
• On call responsibilities as directed:
  No
• Ability to travel between campus buildings, remote facilities, and out of town as needed:
  Yes