Operations Administrative Lead - Vascular Services

Phoebe Putney Health System•Albany, GA

23d•Onsite

About The Position

Description: JOB SUMMARY: The Department Administrative Operations Support Lead works closely with and serves as a liaison to leadership, department team members, physicians, and physician advisors. The lead role is responsible for carrying out a wide range of administrative tasks including preparing presentations, creating spreadsheets, maintaining department data and/or metrics used in various reports, basic budgeting, submitting supply requests/orders, staff scheduling, time and attendance entry. Answer telephone calls and emails and direct them to relevant staff. Support new team members by orienting them to the departments as directed by leadership. May serve as point person for maintenance, mailing, shipping, supplies, equipment, bills, and other related administrative tasks. Identify and report opportunities to improve department operations to leadership. Provide general support to visitors. May manage schedules, calendars, and appointments. May be responsible for developing, implementing, and ensuring policies are carried out. At the direction of leadership, this position coordinates the onboarding of new hires, internal employee transfer process, and off-boarding of individuals. Performs other related duties as assigned. GENERAL REQUIREMENTS: Adheres to the hospital and departmental attendance and punctuality guidelines Performs all job responsibilities in alignment with the core values, mission and vision of the organization Performs other duties as required and completes all job functions as per departmental policies and procedures Maintains current knowledge in present areas of responsibility (i.e., self education, attends ongoing educational programs) Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time. Demonstrates competency at all levels in providing care to all patients based on age, sex, weight, and demonstrated needs. For non-clinical areas, has attended training and demonstrates usage of age- specific customer service skills. WORKING CONDITIONS: General environment: Works in a well-lighted, air-conditioned area, with moderate noise levels. May be exposed to high noise levels and bright lights. May be required to change from one task to another of different nature without loss of efficiency or composure. Periods of high stress and fluctuating workloads may occur. May be scheduled as needed including overtime.

Requirements

High School Diploma or GED (Required)
5+ years’ experience as an office coordinator of increasing responsibility (Required)
5+ years Relevant data entry experience, word processing and/or medical records maintenance in a medical or healthcare customer service environment (Required)
Organizational Skills
Communication Skills
Interpersonal Skills
Customer Relations
Mathematical
Analytical
Grammar - Spelling
Read - Comprehend
Written Instructions
Follow Verbal Instructions
Basic Computer Skills
Microsoft Office Suite
General Clerical Skills
Typing 60 wpm
Knowledge of medical terminology
Have near normal vision - Clarity of vision (both near and far), ability to distinguish colors
Have good - manual dexterity
Ability to perform - repetitive tasks, motion

Nice To Haves

2 year / Associate Degree in business science or related field (Preferred)
3 years’ experience in a hospital or managed care setting (Preferred)
1 - 2 years’ experience in chart analysis, chart auditing, or chart abstraction (Preferred)

Responsibilities

preparing presentations
creating spreadsheets
maintaining department data and/or metrics used in various reports
basic budgeting
submitting supply requests/orders
staff scheduling
time and attendance entry
Answer telephone calls and emails and direct them to relevant staff
Support new team members by orienting them to the departments as directed by leadership
May serve as point person for maintenance, mailing, shipping, supplies, equipment, bills, and other related administrative tasks
Identify and report opportunities to improve department operations to leadership
Provide general support to visitors
May manage schedules, calendars, and appointments
May be responsible for developing, implementing, and ensuring policies are carried out
At the direction of leadership, this position coordinates the onboarding of new hires, internal employee transfer process, and off-boarding of individuals
Performs other related duties as assigned
Adheres to the hospital and departmental attendance and punctuality guidelines
Performs all job responsibilities in alignment with the core values, mission and vision of the organization
Performs other duties as required and completes all job functions as per departmental policies and procedures
Maintains current knowledge in present areas of responsibility (i.e., self education, attends ongoing educational programs)
Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time
Demonstrates competency at all levels in providing care to all patients based on age, sex, weight, and demonstrated needs
For non-clinical areas, has attended training and demonstrates usage of age- specific customer service skills