Operations Coordinator (Hybrid)

Mayo Clinic•Rochester, MN

9d•Hybrid

About The Position

Responsible for the coordination and management of requests coming through the intake process and integration of these requests into the business. Organizes and manages the full inventory of requests in the intake process for the department. Develops and fosters relationships with the engagement team and key contacts within and outside of the department to facilitate efficient and effective movement of requests through the process. Facilitates connections and interactions as needed across department teams in order to meet customer needs. Applies expertise to perform a variety of operational support tasks supporting the digital product transformation in the department, including scheduling, coordination, follow-up tasks for meetings, events, metrics, and communication; preparing documents and presentation materials; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other digital resources and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail. Assists in digital product communications and coordination during meetings, status reporting and stakeholder relationships. Provides strong customer service support to internal and external team members. Ability to handle fast paced environment and short deadlines. Assist digital product team members in tracking integrated tasks on a daily basis. Responsible for identifying, establishing, and maintaining structures for ongoing operations and support, and managing new service requests. Assist with development and maintenance of guidelines, procedures, and support documentation, as well as coordination of ongoing training and communication on program changes. Assist with identifying, tracking, and addressing operational issues and potential concerns in order to drive overall efficiency and support practice needs. Prepares reports and metrics by collecting, analyzing, and summarizing information.

Requirements

High school diploma/GED with a minimum of 7 years' experience in an administrative or project support role, OR an associate degree in an administrative, business, healthcare, or other related field, with a minimum of 5 years experience in an administrative or project support role.
Proficient use of computer hardware and software, telecommunication, and other digital resources.
Ability to navigate multiple systems simultaneously.
Demonstrated competencies in agility, organization, networking, customer service.
Ability to handle and navigate ambiguous situations.
Possess a consumer-centric mindset.
Ability to collaborate effectively with internal business stakeholders and outside partners.
Strong organizational, communication, and interpersonal skills.
Commitment to quality and excellence in service.
Confidentiality and professionalism.
Attention to detail and follow-through.
Effective and appropriate decision-making and judgment.

Nice To Haves

Bachelor's degree in business, administration, healthcare administration, or related field with 3 years of related experience.
Prior experience with planning and scheduling methodologies.
Prior experience creating/transcribing correspondence/documents.
Prior experience with utilization of business-related software to produce spreadsheets, presentations, etc.
Prior participation on a project team.

Responsibilities

Coordinate and manage requests through the intake process and integrate them into the business.
Organize and manage the full inventory of requests in the intake process for the department.
Develop and foster relationships with the engagement team and key contacts to facilitate efficient movement of requests.
Facilitate connections and interactions across department teams to meet customer needs.
Perform operational support tasks for digital product transformation, including scheduling, coordination, follow-up for meetings and events, metrics, and communication.
Prepare documents and presentation materials.
Compose and/or transcribe correspondence/documents.
Support departmental projects/activities.
Create and maintain websites, web pages, databases, spreadsheets, and social media accounts.
Optimize the time of those supported through initiative, proficiency, and adaptability.
Ensure accuracy and completeness through attention to detail.
Assist in digital product communications and coordination during meetings, status reporting, and stakeholder relationships.
Provide customer service support to internal and external team members.
Handle fast-paced environments and short deadlines.
Assist digital product team members in tracking integrated tasks daily.
Identify, establish, and maintain structures for ongoing operations and support.
Manage new service requests.
Assist with the development and maintenance of guidelines, procedures, and support documentation.
Coordinate ongoing training and communication on program changes.
Identify, track, and address operational issues and potential concerns.
Prepare reports and metrics by collecting, analyzing, and summarizing information.