Office Admin Coordinator, 40hr, Days

UMass Memorial Health•Leominster, MA

2d•$17 - $31•Onsite

About The Position

Serves as a key administrative and operational support resource for the Home Health & Hospice department. This role ensures smooth day to day administrative operations, efficient patient flow, accurate scheduling, and strong administrative support for departmental processes. Acts as a central point of contact for staff, patients, families, and external partners. Everyone Is a Caregiver At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

Requirements

High School diploma.
Minimum three (3) years of medical secretary or administrative support experience.
Ability to work independently with minimal supervision while managing multiple priorities.
Advanced proficiency with Microsoft Office applications.
Strong oral, written, and interpersonal communication skills.
Excellent organizational skills and customer service skills.
Strong attention to detail.

Nice To Haves

Associate degree in business or related field.
Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Responsibilities

Coordinates daily administrative operations to support efficient departmental workflow in accordance with policies and procedures. Processes standard and non-standard business office documentation as needed.
Supports patient flow activities including greeting patients, answering incoming calls, scheduling appointments, managing referrals, verifying insurance, and assisting with billing processes. Partners with clinical staff to ensure appropriate documentation requirements are met.
Maintains scheduling database and updates provider and staff schedules to ensure adequate coverage, including on call rotations. Works with management on time off requests and vacation planning; distributes finalized schedules to appropriate staff.
Provides comprehensive clerical and project support, including arranging meetings, preparing correspondence and reports, assembling Home Health & Hospice packets, generating thank you letters for Hospice contributions, maintaining listings, and supporting bereavement card workflows.
Performs routine office tasks such as answering calls/messages, ordering, copying, filing, faxing, and managing incoming mail.
Provides training and technical assistance to new and existing administrative team members.
Maintains inventory of caregiver issued equipment and collaborates with vendors to ensure optimal office operations. Coordinates maintenance and repair of office equipment and workspace; serves as liaison to building maintenance.
Maintains supply inventory and places orders as needed. Monitors expenditures to ensure alignment with approved budgets.
Maintains current knowledge of federal, state, and regulatory requirements relevant to home health and hospice operations. Ensures all actions align with agency and organizational compliance standards.
Complies with established departmental policies, procedures, and objectives.
Attends variety of meetings, conferences, seminars as required or directed.
Demonstrates use of Quality Improvement in daily operations.
Complies with all health and safety regulations and requirements.
Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients, and visitors.
Maintains regular, reliable, and predictable attendance.
Performs other similar and related duties as required or directed.