OFFICE COORDINATOR (SURGICAL SERVICES)

Fort Defiance Indian Hospital Board, Inc.•Fort Defiance Agency, AZ

4d•$24 - $29•Onsite

About The Position

This position coordinates a variety of administrative and clerical support activities to facilitate the priorities of the Surgical Services Department. The role involves managing schedules, preparing travel and training requests, coordinating meetings, preparing presentations and reports, maintaining files and records, managing budget information, and handling correspondence. The Office Coordinator will also assist with data preparation for compliance with standards, manage vendor contracts, and maintain personnel and supply logs. Proficiency in Microsoft Office Suite is required.

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.
Resumes and references are required.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and other relevant software to process and produce a wide range of documents, some of which require complex formats in support of the office automation functions.

Responsibilities

Coordinate a variety of administrative clerical support activities in order to facilitate and expedite the administrative and clerical priorities of the Surgical Services Department.
Coordinate the Chief of Surgical Services, Deputy Chief of Surgical Services, and Lead Advanced Practice Clinicians daily schedules and maintains calendar in a clear, accurate, efficient, and confidential manner. Schedules appointments and confirms meeting attendance.
Assist with the preparation of travel and training requests, travel expense reports, and travel arrangements for the Surgical Services Department and maintain documentation of employee continuing education related travel expenses.
Coordinate and schedule meetings and other events, reserve conference rooms or other meeting spaces, prepare agendas and other meeting information, transcribes and maintain copies of meeting minutes and disperses such information to all involved parties.
Organize, plan, coordinate, and execute all Surgical Services-related meetings, including scheduling meetings, managing ongoing agendas, and ensuring all necessary stakeholders and Consultants are present and informed.
Contribute to Surgical Services meetings by preparing presentations and reports. Responsible for taking comprehensive notes during meetings and distributing them to all stakeholders in an efficient and timely manner.
Assist in preparing and coordinating all necessary data and documentation to ensure compliance with Surgical Services standards. This includes helping with the annual reporting process and submitting data that demonstrates ongoing adherence to Surgical Services accreditation requirements.
Prepare and/or coordinate reports including Quality data and statistical data pertinent to the Surgical Services operations, presentations, forms, spreadsheets, letters, and other correspondence.
Maintain files and records of vendor contracts, contract files, maintenance agreements, and Memorandums of Agreement (MOA).
Maintain accurate records of budget funds allotted to the Surgical Services Department. Ensures timely and accurate status of funds available, charging the correct accounting codes, verifying all classification codes, and identifying and justifying purchases and services required. Compare requests for fund usage with account balances to assure that funds are sufficiently available for transactions.
Receive telephone calls and visitors. Responds to requests for information concerning clinic program functions. Personally prepares responses from source material. In the supervisor’s absence, assume responsibility for ensuring that requests for action or information are made known to responsible staff personnel who can satisfy the requests. Follows up on required actions and informs the supervisor of status.
Assist supervisor’s subordinates in the work of the office, including distributing the workload to clerical help to take care of fluctuating workloads, explaining report requirements, arranging for submission of data, and assembling into general reports.
Receive and control mail routing items directly to the appropriate offices for action, assembling background information before routing mail to the supervisor, and notifying the supervisor of pending delays and their reasons.
Review outgoing correspondence for signature of the supervisor and confirms all necessary information has been appropriately provided.
Organize and maintain files and records, manuals, handbooks, and other related materials.
Maintain personnel listings of all Department employees, as well as, updates department phone listings.
Maintain a log on medical supplies and medical equipment received, and delivered related to the Surgical Services Department. Submit invoices to Accounts Receivable for payment and follow up to ensure payments are processed in a timely manner.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.) and other relevant software to process and produce a wide range of documents, some of which require complex formats in support of the office automation functions.
Participate in and coordinate departmental projects at the request of the Chief of Surgical Services.
Performs other duties as assigned.