Medical Services Office Coordinator

Seven Counties Services•Louisville, KY

About The Position

ESSENTIAL JOB FUNCTIONS Provides support to Nursing Director Team. Nursing Managers, and Nursing Supervisors, as well as provides back up to Medical Services Team. This includes overseeing the recruitment process for new hires for the nursing division, co-leading, scheduling and coordinating meetings, overseeing and processing invoices and contracts, assisting with payroll issues and concerns, maintaining a neutral budget, and responsible for regular budgetary report outs on Nursing Division. Assists in the recruitment process by planning and participating in career fairs, being a liaison with local schools, colleges, and universities, and maintains relationships with contract staffing agencies to coordinate direct hires. Coordination of applicant interviews and facilitating onboarding processes by maintaining continual contact with applicants to ensure documents are completed in a timely manner. Responsible for the creating of all training and onboarding schedules for the new hires in the nursing division. Schedule coordination and onboarding is specific to each new hire and their individual department. Provides administrative support including but not limited to, contracts in Cobblestone, invoicing in Workday, Medical Executive Leadership Team (MELT) meeting minutes, Pharmacy & Therapeutics (P&T) meetings, Avatar, Telemedicine and H1 Visa processing. Provides direct support to the Chief Nursing Officer with multiple large scale projects including expansion projects, compensation reviews, process implementation, continuing education of nursing division, PowerPoint Presentations, financial spreadsheets, special reports, agenda material, etc. Drafts, reviews, and sends both internal and external communications on behalf of Nursing Leadership. Manage calendars for nursing leadership and nursing management team. Maintains site’s business systems and processes (e. g., scheduling, filing, data entry, billing, consistent with SCS’s standardized business practices; regularly evaluates site’s business systems and processes to ensure adherence to SCS’s standards; identifies and resolves problems with existing business systems and processes and as needed, makes recommendations for improving existing systems and processes). Participates in the budget planning and preparation process, position control and monitoring the finance budget for the nursing division for the fiscal year. Attends all meetings related to budget process. Runs miscellaneous reports, on request (for example, time sheet verification, caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports. Transcribes source material, prepares documents, reports, tables and charts; distributes as appropriate. Prepares, reconciles, and submits expense reports on behalf of the CNO and other nursing leadership. Monitors work site’s inventory of office supplies and orders supplies, as needed. Processes all maintenance and repair requests, coordinating as appropriate with Properties Management or lessor/landlord. Serves as Nursing Services liaison to Human Resources and, as needed, generates Personnel Information Documents (PIDs) for nursing staff. Serves as nursing staff liaison to Payroll and as needed, assists with rectifying payroll issues, initiating bonuses or comp structure changes. Serves as nursing staff liaison to Accounts Receivable, performing various billing functions (e. g., grants, case management), ensuring that site’s clinical services are billed properly and timely, and following up on and resolving billing rejections. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

Requirements

An Associate’s or Bachelor’s Degree is preferred, but a high school diploma or equivalent is required.
Minimum two years’ administrative experience using basic secretarial skills with a Bachelor’s degree or the equivalent of a minimum of five years’ previous experience in an administrative position with less than a Bachelor's.
Advanced knowledge of Microsoft Office Suite.
Exceptional writing, editing, and proofreading skills including typing speed 50 – 60 word units per minute.
Good oral and written communication skills.
Self-starter with excellent interpersonal skills.
Time management skills.
Ability to pay attention to detail and prioritize.
Excellent organizational skills and multitasking ability.

Responsibilities

Provides support to Nursing Director Team, Nursing Managers, and Nursing Supervisors, as well as provides back up to Medical Services Team.
Overseeing the recruitment process for new hires for the nursing division
Co-leading, scheduling and coordinating meetings
Overseeing and processing invoices and contracts
Assisting with payroll issues and concerns
Maintaining a neutral budget, and responsible for regular budgetary report outs on Nursing Division.
Assists in the recruitment process by planning and participating in career fairs, being a liaison with local schools, colleges, and universities, and maintains relationships with contract staffing agencies to coordinate direct hires.
Coordination of applicant interviews and facilitating onboarding processes by maintaining continual contact with applicants to ensure documents are completed in a timely manner.
Responsible for the creating of all training and onboarding schedules for the new hires in the nursing division.
Schedule coordination and onboarding is specific to each new hire and their individual department.
Provides administrative support including but not limited to, contracts in Cobblestone, invoicing in Workday, Medical Executive Leadership Team (MELT) meeting minutes, Pharmacy & Therapeutics (P&T) meetings, Avatar, Telemedicine and H1 Visa processing.
Provides direct support to the Chief Nursing Officer with multiple large scale projects including expansion projects, compensation reviews, process implementation, continuing education of nursing division, PowerPoint Presentations, financial spreadsheets, special reports, agenda material, etc.
Drafts, reviews, and sends both internal and external communications on behalf of Nursing Leadership.
Manage calendars for nursing leadership and nursing management team.
Maintains site’s business systems and processes (e. g., scheduling, filing, data entry, billing, consistent with SCS’s standardized business practices; regularly evaluates site’s business systems and processes to ensure adherence to SCS’s standards; identifies and resolves problems with existing business systems and processes and as needed, makes recommendations for improving existing systems and processes).
Participates in the budget planning and preparation process, position control and monitoring the finance budget for the nursing division for the fiscal year.
Attends all meetings related to budget process.
Runs miscellaneous reports, on request (for example, time sheet verification, caseloads, and deficiency reports), and various monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports.
Transcribes source material, prepares documents, reports, tables and charts; distributes as appropriate.
Prepares, reconciles, and submits expense reports on behalf of the CNO and other nursing leadership.
Monitors work site’s inventory of office supplies and orders supplies, as needed.
Processes all maintenance and repair requests, coordinating as appropriate with Properties Management or lessor/landlord.
Serves as Nursing Services liaison to Human Resources and, as needed, generates Personnel Information Documents (PIDs) for nursing staff.
Serves as nursing staff liaison to Payroll and as needed, assists with rectifying payroll issues, initiating bonuses or comp structure changes.
Serves as nursing staff liaison to Accounts Receivable, performing various billing functions (e. g., grants, case management), ensuring that site’s clinical services are billed properly and timely, and following up on and resolving billing rejections.