Administrative Coordinator BHU

TOUCHETTE•Centreville, IL

About The Position

Serves as a secretary and administrative support staff to the Director of Behavioral Health Services. Provides clerical and secretarial support to the Director. Performs typing, filing and variety of office duties as assigned.

Requirements

High School diploma or its equivalent
Minimum of two years’ experience in a professional office environment
None
Must be able to communicate orally and in writing, in person and telephonically
Familiar with medical terminology
Working knowledge of Microsoft Office Suite (Word, PowerPoint, Excel)
Strong computer and organizational skills
Ability to operate standard office equipment
Ability to lift up to, but not limited to 20 pounds
Requires bending, stooping, and walking
Requires good body mechanics to prevent injury
Requires reaching with hands/arms

Responsibilities

Ability to organize and coordinate workflow of BHS department
Ability to work with minimum supervision
Coordination of activities within and on behalf of Behavioral Health Services
Maintains established department and organization policies/procedures.
Maintains interpersonal and communication skills necessary to effectively communicate and work with clients, staff and community agencies.
Familiar with government, accreditation and other regulations/requirements related to BHS.
Organizational ability with efficient time management skills
Organizes meetings for BHU leadership including distributing materials, arranging refreshments and recording/transcribing minutes.
Schedules interviews of potential candidates for behavioral health techs and licensed staff.
Coordinate new hires with Human Resources, Information Services, the Education department and other departments as needed.
Composes letters and memoranda from verbal direction. Proofs materials for errors.
Prepares and distributes monthly staff meeting minutes within 5 business days.
In the absence of the hospital administrative coordinator/scheduler, assumes responsibility in scheduling for the BHU inpatient unit. Ensures adequate workflow and unit 24-hour coverage, and collaborates with BHS nurse manager and Charge RN to maintain adequate staffing
Maintains web copies of nursing licensure for appropriate staff.
Establishes and files employee information ensuring confidentiality.
Maintain confidentiality of all information related to staff and clients.
Maintains current address and phone listing of current employees.
Maintains current status of employees’ department and organization competencies.
Completes/follows up on work orders for Inpatient units as requested by appropriate staff.
Orders supplies for inpatient and outpatient areas. Demonstrates an awareness of cost containment. and conservation of facility supplies and equipment.
Opens and routes incoming mail timely. Distributes correspondence and other material to department staff.
Coordinate FOID status completing required discharge documentation.
Daily monitoring of absent and tardy employees.
Monitor attendance and reports violations of attendance policy to Director/Manager.
Adheres to staffing and scheduling policy
Coordinates VP, Director, and Nurse manager’s schedule; arranges appointments and meetings.
Keeps major job performance skills current. New methods are quickly learned and integrated into job responsibilities.
Enhances professional growth and development through participation in educational programs.
Participates and promotes activities regarding Quality and Process Improvement.
Follows chain of command resolving any issues or problems identified.
Maintains an active role in maintaining customer service.
Establishes collaborative relationship with physicians and other members of the health care team.
Promotes harmonious relationships among the health care team and internal/external customers.
Supports and demonstrates the organization mission and philosophy through self-example.
Prepare Chart formation.
Chart auditing.
Assist in preparing Charts for Discharge.
Generate Reports specific to Billing, LOS, DOS, Admission and Discharges.
Prepare minutes of meetings for BHS.
Coordinate the ordering of Materials Management.
Coordinate the Maintenance according to the procedures.
Coordinate the Catering of services for events of meetings and other forums.
Organization of Office duties.
Maintain the ordering of supplies for units.
Maintain tracking of compliance for all staff.
Maintain tracking of Risk Management for all staff.
Assist in Ordering of Snacks for BHS.
Performs all other duties as assigned