Office Coordinator

Overview

The Office Coordinator provides comprehensive administrative and operational support for the Department of Ophthalmology. This position serves as the primary administrative liaison for the Department Chair, faculty, staff, community physicians, Sentara personnel, patients, and other internal and external stakeholders. The role coordinates departmental activities, manages provider and surgery scheduling functions, supports faculty operations, and serves as a key resource for Epic EMR administration and departmental workflow coordination.

Administrative Support

• Provide administrative support to the Department of Ophthalmology, Department Chair, faculty, and departmental leadership.
• Serve as the primary point of contact for the Department Chair and assist with day-to-day administrative operations.
• Coordinate and schedule meetings, conferences, and appointments for the Chair, faculty, and department personnel.
• Arrange and coordinate internal and external meetings, including preparation of agendas, meeting materials, minutes, and follow‑up activities.
• Maintain departmental calendars and coordinate scheduling activities to ensure efficient utilization of resources.
• Serve as liaison between the Department Chair, faculty, Sentara staff, community physicians, patients, and other stakeholders.
• Facilitate communication and collaboration among faculty, clinical staff, administration, and external partners.
• Assist with departmental correspondence, reports, presentations, and other administrative documentation.
• Prepare and edit documents, spreadsheets, presentations, and communications utilizing Microsoft Office applications.
• Maintain confidential information in accordance with organizational policies and applicable regulations.
• Assist with special projects and departmental initiatives as assigned.

Faculty and Provider Support

• Provide administrative support to faculty members and providers.
• Coordinate provider schedules and maintain accurate scheduling records.
• Ensure provider time‑off requests are appropriately documented, approved, and reflected in departmental schedules.
• Monitor schedule changes and communicate updates to appropriate personnel.
• Assist faculty with meeting coordination, travel arrangements, procurement, and other administrative needs.
• Support onboarding and orientation activities for new providers and faculty members as assigned.

Surgery Scheduling Responsibilities

• Coordinate and schedule ophthalmology surgical procedures in accordance with provider availability, operating room schedules, and organizational policies.
• Schedule surgical cases with hospitals, ambulatory surgery centers, and related facilities.
• Communicate surgical dates, times, and pre‑operative requirements to patients and providers.
• Obtain and verify required documentation for surgical scheduling.
• Coordinate pre‑operative and post‑operative appointments as appropriate.
• Collaborate with physicians, clinical staff, operating room personnel, and external facilities to ensure efficient surgical scheduling and patient flow.
• Verify insurance authorizations and required approvals related to surgical procedures when applicable.
• Ensure surgical schedules are accurate, current, and appropriately communicated to all stakeholders.
• Maintain surgical scheduling records and documentation in compliance with organizational policies and regulatory requirements.
• Address scheduling conflicts and assist in resolving issues impacting patient care and provider schedules.

Epic EMR Administration

• Serve as the departmental administrative super user for the Epic Electronic Medical Record (EMR) system.
• Provide support and guidance to department personnel regarding Epic scheduling and workflow processes.

Customer Service and Relationship Management

• Develop and maintain effective working relationships with patients, providers, faculty, staff, community physicians, Sentara personnel, and other internal and external customers.
• Demonstrate professionalism, responsiveness, and excellent customer service in all interactions.
• Address inquiries and requests promptly and appropriately.
• Promote a positive departmental image through effective communication and…