Office Coordinator

LCMC Health•Marrero, LA

22h

About The Position

The Office Coordinator is responsible for directing and coordinating office services, maintaining control of the reception, mail, large purchasing requests, and facilities. Coordinates the reception area through effective communication and assisting patients, families, visitors, volunteers and employees. Demonstrates effective administrative skills to perform all functions necessary to ensure the smooth functioning of the department. Maintains financial records, orders and stocks department supplies. Schedules and implements department visiting groups and special events. Oversees department volunteers and organizes playroom and teen room binders. Day to Day GENERAL DUTIES Customer Service: Continuously displays a positive attitude that contributes to improving patient satisfaction results. Applies customer service skills consistent with LCMC's customer service programs. Treats all customers with dignity, respect, courtesy and compassion, recognizes customer needs and addresses customers’ concerns or complaints. Greets patients/visitors. Answers telephone and takes messages. Interacts with patients, families, visitors, and fellow employees to ensure a professional and courteous environment. Displays behaviors which focus on the customer by doing what is appropriate the first time. Financial Stability: Advises supervisor of current or anticipated problems. Effectively uses time and resources to accomplish their duties. Performs tasks with minimal supervision. Resolves conflicting matters and schedules with peers and other staff. Accepts assignments and completes in a timely fashion. Appropriately uses time and attendance system and adheres to related policies and procedures. Patient Throughput: Keeps patients informed and gives periodic updates as appropriate. Within the scope of position, positively contributes to organizational goal of patient throughput. Performance Improvement: Actively promotes and support LCMC's performance improvement initiatives (i.e., participates in ongoing education, cultural change initiatives, etc.) Verbal and written communications are clear, concise and accurate; uses positive non-verbal communication effectively. Demonstrates and actively promotes compliance with all state and federal regulatory and accrediting agencies (i.e., patient safety, infection control, HIPAA, etc.) Adheres to the Medical Center’s policies and procedures, as well as the Code of Conduct and all laws and regulations. Performs duties in an ethical manner. Applies job knowledge to improve work processes. Appropriately documents in accordance with departmental and organizational policies. Prepares all departmental correspondence: Types departmental memos, correspondence, and distributes accordingly. Establishes and maintains files of all Departmental correspondence. Completes monthly report forms. Picks up departmental mail and distributes to appropriate recipients. Verifies that accurate employee arrival and departure times are reflected daily: Edits the time-entry system when necessary. Calculates on-call time on a daily basis. Calculates PDO’s on a weekly basis. Prepares weekly payroll report for approval. Ensures accurate charges are made to patients: Matches requisitions to daily statistics reports. Enters corrections into MIS system as needed. Ensures that department has enough office supplies to operate without interruptions: Enters purchase information into the appropriate system. Checks inventory on weekly basis to ensure adequate supplies. Receives and distributes supplies accordingly.

Requirements

High School Diploma/GED or equivalent AND 2 years of related experience in administrative support duties.
4 years of work experience in lieu of education.
Computer skills required, must be proficient with MS Office applications.
Good community relations skills for both verbal and written communication.
Good organization and productivity skills are essential.

Responsibilities

Directing and coordinating office services
Maintaining control of the reception, mail, large purchasing requests, and facilities
Coordinating the reception area through effective communication and assisting patients, families, visitors, volunteers and employees
Demonstrates effective administrative skills to perform all functions necessary to ensure the smooth functioning of the department
Maintains financial records, orders and stocks department supplies
Schedules and implements department visiting groups and special events
Oversees department volunteers and organizes playroom and teen room binders
Continuously displays a positive attitude that contributes to improving patient satisfaction results
Applies customer service skills consistent with LCMC's customer service programs
Treats all customers with dignity, respect, courtesy and compassion, recognizes customer needs and addresses customers’ concerns or complaints
Greets patients/visitors
Answers telephone and takes messages
Interacts with patients, families, visitors, and fellow employees to ensure a professional and courteous environment
Displays behaviors which focus on the customer by doing what is appropriate the first time
Advises supervisor of current or anticipated problems
Effectively uses time and resources to accomplish their duties
Performs tasks with minimal supervision
Resolves conflicting matters and schedules with peers and other staff
Accepts assignments and completes in a timely fashion
Appropriately uses time and attendance system and adheres to related policies and procedures
Keeps patients informed and gives periodic updates as appropriate
Within the scope of position, positively contributes to organizational goal of patient throughput
Actively promotes and support LCMC's performance improvement initiatives (i.e., participates in ongoing education, cultural change initiatives, etc.)
Verbal and written communications are clear, concise and accurate; uses positive non-verbal communication effectively
Demonstrates and actively promotes compliance with all state and federal regulatory and accrediting agencies (i.e., patient safety, infection control, HIPAA, etc.)
Adheres to the Medical Center’s policies and procedures, as well as the Code of Conduct and all laws and regulations
Performs duties in an ethical manner
Applies job knowledge to improve work processes
Appropriately documents in accordance with departmental and organizational policies
Prepares all departmental correspondence: Types departmental memos, correspondence, and distributes accordingly
Establishes and maintains files of all Departmental correspondence
Completes monthly report forms
Picks up departmental mail and distributes to appropriate recipients
Verifies that accurate employee arrival and departure times are reflected daily: Edits the time-entry system when necessary
Calculates on-call time on a daily basis
Calculates PDO’s on a weekly basis
Prepares weekly payroll report for approval
Ensures accurate charges are made to patients: Matches requisitions to daily statistics reports
Enters corrections into MIS system as needed
Ensures that department has enough office supplies to operate without interruptions: Enters purchase information into the appropriate system
Checks inventory on weekly basis to ensure adequate supplies
Receives and distributes supplies accordingly