Emergency Services Office Coordinator

Kent Hospital•Warwick, RI

About The Position

Primary Function: Reporting to the Emergency Department Director, the Emergency Services Office Coordinator is an integral member of the leadership team. This individual draws from a diverse, well-developed skill set to ensure optimal team organization and efficiency. Functions as a crucial link between frontline clinical staff and department leadership. Prioritizes open, effective communication with the entire ED team. Pursues excellence on a daily basis to elevate the quality of services provided to internal and external customers. Contributes to the delivery of outstanding patient care. A strategic partner, trusted confidant, and professional problem solver.

Requirements

High school diploma required; Associates Degree preferred.
At least one year of job-related experience required.
Emergency department experience strongly preferred.
Impeccable organization and attention to detail
Ruthless prioritization; able to effectively intercept distractions and help the team focus on the most pressing issues
Excellent time management and strategic multitasking skills
Outstanding communication skills, including proper email and phone etiquette
Able to produce professional documents with due attention to branding, formatting, grammar, and tone.
Above average Microsoft Office Suite skills
Excels at building trust
Able to remain calm and effective in stressful situations
Discretion when dealing with confidential information and delicate situations
Flexibility
Reliability

Nice To Haves

Advanced technical skills (i.e., database management, utilizing pivot tables, simplified data visualization, advanced conditional formatting, data validation, implementing sparklines, advanced Excel charts, power pivot/power query, DAX functions, etc.)
Advanced strategic and big-picture thinking

Responsibilities

Manages own daily schedule and calendar as well as those of the ED leadership team.
Schedules meetings, appointments, and events.
Communicates with patients, staff, and other stakeholders on behalf of the ED.
Coordinates with vendors and internal stakeholders to oversee the purchasing of supplies and services as needed.
Manages electronic devices and videoconferencing/office equipment.
Coordinates with the IT department and other stakeholders as needed.
Maintains an organized filing system to ensure compliance with regulatory document retention requirements.
Minimizes the number of physical records maintained by facilitating the conversion of paper documents to electronic storage.
Partners with department management to produce and maintain staff schedules, award extra shifts fairly, and address staffing needs on a day-to-day basis.
Shares responsibility for ensuring electronic schedules are updated and accurate at all times.
Supports human resources functions within the department.
Maintains electronic personnel records and facilitates the conversion of paper documents to electronic.
Assists with processing changes in employment status, recruitment, and terminations.
Functions as timekeeper for all emergency services personnel.
Ensures staff are paid accurately and fairly.
Maintains awareness of applicable incentives and differentials and ensures they are applied correctly.
Prepares timecards for processing at the end of each pay period.
Serves as primary contact for staff members inquiries regarding pay and promptly addresses any concerns they may have.
Escalates concerns to the attention of appropriate department leaders as needed.
Supports data collection and reporting functions.
Collaborates with appropriate management contacts as well as applicable departments to address patient and family members concerns in a timely, respectful manner.
Engages additional stakeholders as needed to capitalize upon opportunities to perform service recovery.
Maintains and updates policies for the emergency department and assigned ambulatory services.
Performs all other related duties as assigned.