Clinical Department Coordinator

DESC•Seattle, WA

2d•$97,702 - $110,540•Onsite

About The Position

The Clinical Department Coordinator provides high-level administrative support to the Senior Director of Clinical Services, including calendar management, travel coordination, file maintenance, processing and preparing executive correspondence, assistance with internal and external communications, and assistance with special projects for the department they oversee. They participate in meetings as appropriate and develop relevant materials, agendas, notes, and facilitation. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, service-oriented environment. The ideal candidate is detail-oriented, proactive, and committed to supporting clinical teams that deliver impactful community services.

Requirements

Bachelor's degree in business administration, healthcare administration, or a related field or equivalent experience of 4 years
Minimum two years paid full-time experience in administration, coordination, or executive assistant duties
Experience with agenda setting and meeting facilitation
Strong prioritization and time management skills
Excellent written and verbal communication abilities
Strengths in active listening, synthesis, and content organization for notetaking and task management
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to quickly learn new database systems
Ability to handle confidential information with discretion and professionalism
Demonstrated ability to multitask and prioritize effectively
Commitment to DESC's mission and goals

Nice To Haves

Familiarity with clinical or behavioral health environments
Administrative experience in healthcare or nonprofit setting
Master’s degree in a relevant field, such as social work, public health, or business administration

Responsibilities

Manage the Senior Director’s calendar, including scheduling meetings, appointments, and travel arrangements
Prepare agendas, take meeting minutes, and track follow-up actions
Draft, proofread, and edit correspondence, reports, and presentations
Serve as a liaison between the Senior Director and internal/external stakeholders
Act as liaison between agency departments and work closely with other senior and department coordinators and staff
Coordinate logistics for activities, trainings, meetings, and events
Maintain an organized system of tracking and monitoring workflow and prioritization of tasks for the department
Support the preparation of files, reports, audits, and accreditation materials
Track deadlines and ensure timely completion of projects and deliverables
Drive or collaborate with other leaders on department and agency spanning workplan initiatives and special projects
Facilitate communication across clinical teams within the department, and with the program and administrative departments across the organization
Respond to general inquiries and route messages appropriately
Support onboarding processes for new clinical staff, including scheduling and documentation and tracking
Maintain the department’s controlled documents, internal website pages, and routinely update relevant program information
Enter, update, and maintain data and progress tracking in internal systems and databases
Generate routine and ad hoc reports to support clinical and operational decision-making
Assist with data quality checks and compliance tracking
Order supplies and manage inventory for the department
Perform other administrative tasks as assigned