Operations Coordinator- Vascular and Cardiac COE Admin

Children's National Hospital

3d•$57,970 - $96,616

About The Position

Provide analytical and project management expertise for assigned areas and perform administrative, clerical, and secretarial tasks within the assigned Children’s National Hospital department, with little supervision. The position is responsible for day-to-day operational issues and provides administrative support to the Director and/or Managers. It leads or participates in planning, directing, and implementing projects; assists with developing, monitoring, and implementing a cost-effective budget; and coordinates and monitors payroll, schedules, and non-clinical systems. The role supports office administration and communications, operational systems, safety and environmental compliance, project coordination, and human resources activities. Responsibilities include coordinating meetings and travel, maintaining records and databases, analyzing operational data, preparing reports and budgets, supporting quality-improvement initiatives, coordinating staffing schedules and payroll, and assisting with employee orientation and training.

Requirements

Bachelor’s degree required.
Three years of related, progressive work experience required; healthcare experience is preferred.
Excellent customer service skills.
Strong analytical, organizational, interpersonal, and customer service skills.
Ability to prioritize, delegate, and manage multiple responsibilities.
Proficiency with Microsoft Word and Microsoft Excel.
Ability to create PowerPoint presentations.
Advanced knowledge of office and clerical skills.

Nice To Haves

Access database skills preferred.
Related progressive experience in a healthcare field preferred.

Responsibilities

Coordinate and schedule office appointments, meetings, and conferences with hospital departments and external customers; manage incoming calls and messages; and distribute mail and packages for the Director and/or Managers.
Build productive relationships with key staff in identified departments.
Lead, facilitate, or participate in project teams; produce accurate minutes and follow through on action items.
Analyze operational projects using internal and external data sources and report findings to management and team members.
Maintain manuals and communicate updates to staff.
Type and proofread correspondence, memorandums, letters, and reports; draft responses; and copy, file, distribute, and retrieve documents.
Identify opportunities to improve operations, obtain management support, assist with implementation, and communicate operational issues and progress toward goals.
Arrange travel and complete travel reimbursement requests.
Develop and implement systems to audit non-salary expenses, including capital equipment and supplies, and maintain an accurate unit census.
Maintain filing systems, office supplies, and equipment; prepare requisitions and purchase orders; assist with department budgets and variance reports; and complete and distribute standard office forms.
Manage relevant databases and maintain systems that protect information security, confidentiality, and the integrity of staff records in accordance with hospital policies and standards.
Contribute to policies, procedures, and systems that support effective unit operations; ensure billing and reporting information is accurate, consistent, and complete; and maintain management data for operational needs and projects.
Prepare unit Performance Improvement data, submit data to Hospital PI as requested, support efficient reporting systems, prepare graphs and charts, assist with research initiatives, and gather literature-search articles as requested.
Establish unit and environmental surveillance systems, resolve identified problems, prepare safety reports as required, and maintain fire and safety compliance in collaboration with the Safety Committee.
Survey the unit’s structural appearance and arrange repairs in coordination with Managers.
Ensure staff have the equipment needed for daily assignments.
Develop and participate in projects that enhance operations and assist with coordinating and completing department operations projects.
Participate in strategic planning and develop quality-improvement programs to improve efficiency, reduce costs, and enhance customer service.
Assist the Director with manuscript preparation for publication and department grant applications.
Participate in new-employee orientation, assist with training existing staff on new systems and technology, and assist with hiring support staff.
Maintain and process employee time cards and attendance records and submit staff payroll according to established procedures.
Identify learning needs and develop plans supporting professional development and organizational goals; comply with Department of Nursing training requirements; and provide input for staff performance appraisals.
Coordinate staffing schedules within unit-specific guidelines.
Coordinate administrative, clerical, and ancillary activities on the unit.

Benefits

Comprehensive health coverage, including medical, prescription, infertility, and transgender health services.
Paid time off, including vacation accrual from day one, sick leave, holidays, and a personal day.
401(k) plan.
Healthcare and dependent care spending accounts.
Employer-paid life, AD&D, and long-term disability coverage, with optional supplemental plans.
Tuition assistance.
Fitness resources.
Employee assistance.
Commuter benefits.
Additional benefits and perks.