Office Coordinator (Surgical Services)

FDIHB•Fort Defiance, AZ

4d•Onsite

About The Position

This role provides essential administrative and clerical support to the Surgical Services Department. The Office Coordinator is responsible for managing schedules, coordinating meetings, preparing reports, managing budgets, and ensuring compliance with departmental standards. This position requires strong organizational skills, proficiency in Microsoft Office Suite, and experience in a healthcare setting.

Requirements

Three (3) years of direct work experience in a healthcare office with administrative duties or surgical subspecialty clinic professional environment.
Associate’s Degree in Business Administration or related field or equivalent.
Valid, unrestricted, insurable driver's license.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and other relevant software.
Ability to maintain confidentiality.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and tasks.
Attention to detail.

Nice To Haves

Enrolled member of the Navajo Nation (primary preference).
Member of other federally-recognized Indian tribes (secondary preference).

Responsibilities

Coordinate administrative and clerical support activities for the Surgical Services Department.
Manage the daily schedules and calendars for the Chief of Surgical Services, Deputy Chief of Surgical Services, and Lead Advanced Practice Clinicians.
Schedule appointments and confirm meeting attendance.
Assist with travel and training requests, expense reports, and travel arrangements.
Coordinate and schedule meetings and events, including reserving spaces, preparing agendas, transcribing minutes, and distributing information.
Organize, plan, coordinate, and execute all Surgical Services-related meetings.
Prepare presentations and reports for Surgical Services meetings.
Take comprehensive notes during meetings and distribute them efficiently.
Assist in preparing data and documentation for compliance with Surgical Services standards, including annual reporting and accreditation requirements.
Prepare and coordinate reports, presentations, forms, spreadsheets, letters, and other correspondence related to Quality data and statistical data.
Maintain files and records of vendor contracts, maintenance agreements, and MOAs.
Maintain accurate records of budget funds allotted to the Surgical Services Department, ensuring timely status of funds, correct accounting codes, and justification of purchases.
Receive telephone calls and visitors, respond to requests for information, and prepare responses.
In the supervisor's absence, ensure requests for action or information are directed to appropriate staff and follow up on actions.
Assist supervisor's subordinates with office work, including distributing workload, explaining report requirements, and assembling data.
Receive and control mail, routing items to appropriate offices, assembling background information, and notifying the supervisor of pending delays.
Review outgoing correspondence for supervisor's signature and confirm all necessary information is provided.
Organize and maintain files, records, manuals, handbooks, and other related materials.
Maintain personnel listings and update department phone listings.
Maintain a log of medical supplies and equipment received and delivered.
Submit invoices to Accounts Receivable for payment and follow up on processing.
Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software for document processing.
Participate in and coordinate departmental projects.
Perform other duties as assigned.