Department Coordinator - Employee Health Services

Sutter Health•San Jose, CA

3d•$30 - $42

About The Position

The Department Coordinator provides routine and specialized clerical and administrative support to a non-clinical/support unit. The role handles departmental documents and communications, prioritizes requests and tasks, coordinates schedules and meetings, and supports timely completion of work. The coordinator builds confidence and cooperation with staff, physicians, and other healthcare providers through competent performance and effective communication. The position may include orienting new staff to the department or unit. The role maintains a safe and orderly work environment, supports inventory and equipment needs, and follows applicable policies and local, state, and federal requirements. It also protects patient protected health information (PHI), completes required continuing education, and may maintain timekeeping records.

Requirements

High school diploma or GED.
One year of recent relevant experience.
Written and verbal communication skills for interactions with team members, supervisors, visitors, and other personnel.
Well-developed time-management and organizational skills, including the ability to prioritize assignments, follow standardized policies and procedures, and meet deadlines.
Basic knowledge of computer applications such as Microsoft Office Suite (Word, Excel, and Outlook), EPIC, and related information systems.
Ability to interpret data and instructions presented in written, oral, diagram, or schedule form.
Ability to work independently and as part of a team, including accomplishing multiple tasks in an environment with interruptions.
Ability to identify, evaluate, and resolve standard problems by selecting appropriate solutions from established options.
Ability to ensure the privacy of each patient's PHI.
Ability to build collaborative relationships with peers and other staff members to achieve departmental and corporate objectives.
Sound judgment and developed administrative skills.

Responsibilities

Maintain departmental documents, files, policies, and procedures; compose or transcribe letters and other documents as needed.
Receive and screen calls, messages, mail, email, and visitors; answer or refer inquiries according to departmental procedures and policies.
Coordinate meetings and make arrangements for travel, lodging, events, equipment, and reservations as needed.
Prepare meeting notices, agendas, and minutes, and participate in departmental meetings.
Manage calendars and departmental schedules, coordinate activities, and arrange complex logistical needs for meetings and events.
Maintain timekeeping records and serve as timekeeper when required.
Ensure routine and priority tasks are completed within established departmental time frames.
Maintain a clean, neat, and safe working environment; periodically inventory and order accessories and supplies to maintain stock levels.
Inspect equipment and arrange repairs; monitor equipment costs and replacement needs.
Protect patient PHI from accidental, intentional, or inappropriate disclosure and perform duties in compliance with department and regulatory requirements.
Complete mandated continuing education requirements.
May orient new staff to the department or unit.