Administrative Coordinator

Oregon Health & Science University•Portland, OR

2d•Onsite

About The Position

Department Overview 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 plus providers assisted by 60 plus 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, Position includes community outreach, fiscal management, facility management and other projects as needed. Function/Duties of Position 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 data bases, 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 resident patient reassignment process. Organize clinic annual graduation activities. Coordinate and organize all new resident orientation activities. Responsible for key collection and removing pass codes. Order new keys and pass codes for incoming residents. Participate in orientation and support for all residents. Reporting. Compiles and created daily, weekly (including written), and future Advanced Access (AA) Reports. Submits Primary Care Access Report based on AA reports. Compiles and reports weekly AVU student preceptors. Compiles and reports locum providers’ monthly visits. Responsible for organizing medical/PA student, Sub-I, and JADECOM internships and clerkships scheduling and assistance. Provides orientation to clinic, tracks and documents appropriately. Creates and maintains clinician templates for faculty and residents and ancillary service schedules. Works closely with FM residency section to maintain accurate templates. Creates and maintains clinic schedule calendars, on call, weekly and monthly clinician schedules, preceptor schedules, etc. Uploads providers phone call schedule in SmartWeb. Coordinates preceptor and locum needs. Scrubs daily schedule and discusses daily schedule with Back Office Lead to ensure patient needs are met. Reschedules patients as needed. Coordinates and creates templates for nursing home/home visits. Responsible for onboarding new providers and employees. Timekeeper, responsible for performing time corrections, educating new employees and generating Kronos reports, distributing, tracking. Network contact for computer and telephone issues, will need to troubleshoot and help educate staff and providers; Coordinate all technical ordering and repairs. Polycom Contact requiring ability to trouble shoot issues, generate a schedule of Polycom events for residents, faculty and staff, and liaison with Department of Family Medicine for any issues or future training. Maintain X drive, including policy and procedure folder. Responsible for Oracle ordering, preparation of invoices for payments, maintenance of all ordering records, and assists the practice manager in budget preparation. Develops detailed reports on a monthly, quarterly, semiannual or annual basis; complies, maintains tracking system on financial activities. Provides original receipts and minute meetings for invoices to be paid and tracking balance; and disbursement payments. Reconcile Visa cards. Facility Coordinator – responsible for building issues, maintenance. Meeting Coordinator – responsible for scheduling, catering, meeting agendas, and minutes. Leadership support for Medical Director, Practice Manager, and Practice Supervisors.

Requirements

Four years of general office or secretarial experience; OR An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR A Bachelor’s degree and two years of general office or secretarial experience; OR An equivalent combination of training and experience.
Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.
Note : Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.
Contact Compensation for confirmation of eligibility.

Nice To Haves

Program management, scheduling, demonstrated evidence of strong written and verbal communications skills, ability to meet deadlines, fiscal management, willingness to serve as a positive and professional role model
Exceptional organizational skills, the ability to manage various projects with strong attention to details.
Advanced computer (network) management and extensive word processing skills including: transcribing minutes and notes, editing and proofing written material.
Excellent written and oral communication skills.
Present a professional image at all times, demonstrate ability to interact with faculty, residents, staff, and OHSU executive staff.
Hold all information written and oral in confidence.
Typing 75+ wpm
Two or more years of experience in a medical office setting; Epic training.
OHSU systems: EPIC, Outlook, All Office applications, Kronos, Oracle ordering and GL, advanced Cadence scheduling/maintenance experience advanced Excel and access/paradox database skills.
Advanced technical knowledge with ability utilize resources available to problem-solve technical disruption.
Strong financial, accounting and/or math background – college courses and seminars in these areas would be considered.
Ability to multitask and manage multiple competing responsibilities day to day.

Responsibilities

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 data bases, 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
Assisting with tours and orientation
Coordinates the resident patient reassignment process
Organize clinic annual graduation activities
Coordinate and organize all new resident orientation activities
Responsible for key collection and removing pass codes
Order new keys and pass codes for incoming residents
Participate in orientation and support for all residents
Compiles and created daily, weekly (including written), and future Advanced Access (AA) Reports
Submits Primary Care Access Report based on AA reports
Compiles and reports weekly AVU student preceptors
Compiles and reports locum providers’ monthly visits
Responsible for organizing medical/PA student, Sub-I, and JADECOM internships and clerkships scheduling and assistance
Provides orientation to clinic, tracks and documents appropriately
Creates and maintains clinician templates for faculty and residents and ancillary service schedules
Works closely with FM residency section to maintain accurate templates
Creates and maintains clinic schedule calendars, on call, weekly and monthly clinician schedules, preceptor schedules, etc
Uploads providers phone call schedule in SmartWeb
Coordinates preceptor and locum needs
Scrubs daily schedule and discusses daily schedule with Back Office Lead to ensure patient needs are met
Reschedules patients as needed
Coordinates and creates templates for nursing home/home visits
Responsible for onboarding new providers and employees
Timekeeper, responsible for performing time corrections, educating new employees and generating Kronos reports, distributing, tracking
Network contact for computer and telephone issues, will need to troubleshoot and help educate staff and providers
Coordinate all technical ordering and repairs
Polycom Contact requiring ability to trouble shoot issues, generate a schedule of Polycom events for residents, faculty and staff, and liaison with Department of Family Medicine for any issues or future training
Maintain X drive, including policy and procedure folder
Responsible for Oracle ordering, preparation of invoices for payments, maintenance of all ordering records, and assists the practice manager in budget preparation
Develops detailed reports on a monthly, quarterly, semiannual or annual basis; complies, maintains tracking system on financial activities
Provides original receipts and minute meetings for invoices to be paid and tracking balance; and disbursement payments
Reconcile Visa cards
Facility Coordinator – responsible for building issues, maintenance
Meeting Coordinator – responsible for scheduling, catering, meeting agendas, and minutes
Leadership support for Medical Director, Practice Manager, and Practice Supervisors