Clinic Coordinator, Perinatal

Job Requirements

The Clinic Coordinator provides high-level administrative support in a clinical setting. The Consultant is responsible for scheduling and maintaining the calendar for clinical heads of one or more designated departments, preparing correspondence, and coordinating the day-to-day operations of the department. In the absence of a dedicated surgical scheduler, the Clinic Coordinator assumes that role as well.

• Maintains calendar and schedule:
  Arrange meetings, notify participants, prepare and distribute agendas, serve as recording secretary, produce and distribute minutes, follow up, reserve rooms, maintain membership lists and meeting records, and handle travel arrangements.
• Prepares correspondence for the department clinical head:
  Draft letters, reports, manuscripts, statistical data, and memoranda; prioritize deadlines; maintain a list of manuscripts in process; develop reports and modify programs to meet departmental needs; assist with special projects and submit materials to agencies.
• Provides front desk support:
  Greet visitors and callers, determine needs, prioritize urgency, refer appropriately, take accurate messages, keep the department head or director informed, sort and distribute mail, and maintain an organized filing system while ensuring confidentiality of patient and employee information.
• Responsible for day‑to‑day operation of the office:
  Maintain supplies and equipment, exercise initiative and judgment in daily administrative tasks, supervise office support staff, provide performance feedback and conduct annual reviews, coordinate disciplinary actions with HR, and act as liaison to executive leadership to communicate messages and schedule meetings.
• Surgeon scheduling as required by the department:
  Contact patients to schedule surgeries, use practice‑management software to schedule pre‑surgical tests and ensure results are available, follow up with patients before surgery, and schedule post‑surgical appointments.
• Tracks time and expenses:
  Track expenses for the clinical head, log expenses for external funding, maintain time logs for physicians and employees, generate bills to outside entities, process check requests per policy, and reconcile monthly expenses.

• 2–4 years of administrative or clerical support for mid‑ to upper‑level management, preferably in a healthcare setting (Required)
• 2–4 years of proven ability to use independent judgment and work autonomously (Required)
• 2–4 years of working knowledge of medical terminology (Preferred)

• 2‑year or Associate's degree (Preferred)
• Combination of relevant education and experience may be considered in lieu of a degree.
• Non‑degree program (Preferred)
• Vocational or technical degree (Preferred)

• Not applicable – no certification or licensure requirements are needed or preferred.