Administrative Coordinator

Administrative Coordinator

US-OR-Portland

Requisition :  |
Position Category: Administrative/Office Support |
Job Type: AFSCME union represented |
Position Type: Regular Full-Time |
Posting Department: Family Medicine at South Waterfront |
Posting Salary Range: $28.25 - $38.19 per hour with offer based on experience, education, and internal equity |
Posting FTE: 1.00 |
Posting

Schedule:

Variable (Clinic hours are Monday - Friday, 7:00am - 8:00pm and Saturday, 9:00am - 1:00pm) |
Posting

Hours:

Variable |
HR Mission: Healthcare |
Drug Testable: No

Family Medicine at South Waterfront is a community based clinic offering primary care and specialty services for all types of patients. We treat everyone—babies, children, adolescents, adults (including moms‑to‑be), and seniors. Our services include maternity care (including deliveries), women's reproductive health, behavioral health care and counseling, transgender care, pediatric care, travel immunizations, podiatry, sports medicine, acupuncture, minor procedures, and health maintenance with preventive care.

Between 200 and 275 patients are seen per day by our 40+ providers assisted by 60+ staff members.

The purpose of this job is to provide administrative coordination for the Family Medicine at South Waterfront. The employee will assume independent responsibilities under the guidance of their supervisor and program directors for administrative efficiency. Duties and responsibilities include supporting the medical director, practice manager and practice supervisor by coordination of incoming and outgoing residents, learner schedules, gathering and analyzing data, maintaining files, scheduling meetings and coordinating visits, coordinating incoming paperwork, community outreach, fiscal management, facility management and other projects as needed.

• Serves as administrative support to the FMSW management team, word processes a variety of correspondence, coordinates the editing, proofing, printing and distribution of reports, newsletters, brochures, grants and manuals; takes minutes at meetings; answers phones, greets visitors, screens calls; answers questions requiring research or technical knowledge; receives and reviews incoming mail and requests for information; determines mail needing further research; responds to items not requiring supervisory review or resolution;
  
  initiates follow‑up letters or memos; organizes and maintains filing systems; maintains medical director and manager’s calendar and schedules appointments and conferences; makes travel arrangements, arranges schedules of visits, makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; maintains attendance and payroll forms and records for work unit; prepares HR forms (PAR, HRE, PD, etc.), may utilize Oracle software to ensure correct information;
  
  assists with scheduling applicant interviews and evaluations, keeps logs and statistics related to program or operation; performs budget related activities, analyzes data, creates and maintains routine spreadsheets and databases, participates in preparing budget projections, monitors expenditures and compiles and generates status reports, and reports deviations to manager; utilizes software to complete computerized purchasing; edits, proofreads and updates the FMSW web portal;
  
  creates forms, flyers, posters in conjunction with DFM communication specialist; develops and revises office procedures; coordinates work on assigned projects; orders and tracks supply needs, inventories and stocks when they arrive.
• Acts as residency coordinator. Resource for the residency section for resident scheduling issues, professional/behavioral issues. Maintain resident personnel files online. Works with manager to prepare staff feedback in specific areas related to evaluation process, compiles information in a summary report for Medical Director to review with faculty and residents during evaluation. Assist with OB visit counts. Attends monthly meetings. Sets up advisor meetings.
  
  Other items as needed such as assisting with tours and orientation. Coordinates the…