Administrative Coordinator

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed. Please note that this section should be written in a paragraph format and provide a broad description of the role and its purpose as well as the reporting structure.

Under the general supervision of the Administrative Manager, the Administrative Coordinator provides administrative, program and project support for the Clinical Director(s) of a Cardiovascular Medicine (CVM) Subspecialty(ies) program(s) and physician teams. This position requires, the ability to organize priorities and complete tasks, excellent interpersonal skills, and a positive attitude. The successful candidate must be able to work independently, requiring minimal supervision and guidance. S/he must be comfortable managing multiple tasks and projects, a high-performer capable of consistent quality work with attention to detail, and well-developed organizational skills. S/he must be highly flexible to learn and utilize office systems (including Microsoft Office) and demonstrate high levels of resourcefulness and problem-solving ability. A significant portion of this role involves interactions with staff members, clinicians, patients & families, meaning exceptional interpersonal and communication skills are required. The Administrative Coordinator is a vital member of the CVM team and must have a desire to continuously identify and recommend process improvements, which allow the practice to continue to grow in scope & complexity while maximizing efficiency in the future.

PRINCIPAL DUTIES AND RESPONSIBILITIES: In order of importance, list essential areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation. This section should be completed as a bulleted list and explain how the role is performed.

• Supports project implementation of departmental initiatives & strategic plans to ensure goals are kept on track.

• Provides general administrative support to department leadership in areas such as creating & maintaining record-keeping systems; develop & maintain databases and/or spreadsheets.

• Assemble materials and compile data for preparation of administrative and operational reports.

• Prepares presentations.

• Maintain computerized schedule; administer voicemail, e-mail and other office technologies.

• Prioritizes and arranges meetings, conferences, interviews and appointments, makes all necessary travel arrangements and itineraries.

• Coordinates new patient communication with referring physicians.

• Coordinates meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation as needed.

• Provides administrative support for CME course, program accreditation.

• Help with the coordination of patient education seminars.

• Help with the coordination of Program specific Fellow or Resident rotation schedules, student coordination.

• Assigned various projects upon request

SKILLS & COMPETENCIES REQUIRED: This section should be a bulleted list of minimum requirements explaining the skills (what the individual is trained for) and competencies (measurable as defined by the job) necessary to perform the job.

• Demonstrate excellent interpersonal, communications, organizational and problem-solving skills along with exceptional attention to detail and follow-through

• Work independently, be a self-starter, be able to anticipate others' needs, exercise good judgment, discretion, and maintain strict confidentiality.

• Work effectively within a challenging environment, develop timelines, and meet deadlines

• Balance multiple tasks and competing priorities

• Work effectively in a team environment

• High proficiency in Microsoft Office applications (Word, PowerPoint, Excel) and other hospital information systems

• Expertise in, or familiarity with, Access or other relational databases preferred

• Possesses strong writing, editing, language and grammar skills evidenced through day to day emails, phone calls, meeting minutes and other methods of correspondence with the public

• Demonstrate exceptional customer service skills

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Specify minimum credentials and clearly indicate if required or preferred.

Not Applicable

EDUCATION: Check boxes that best describe the minimum and preferred education requirements.

Minimum Required:

High school diploma, GED or equivalent

Certificate : Please specify

Some college or Associate's Degree

Bachelor's Degree

Master's Degree

Doctoral Degree

None required

Preferred:

High school diploma, GED or equivalent

Certificate : Please specify

Some college or Associate's Degree

Bachelor's Degree

Master's Degree

Doctoral Degree

Field of Study/Additional Specialized Training: Business or closely related field

EXPERIENCE: Indicate the required and preferred (optional) amount and type of experience.

Required: Five (5) years of directly related administrative experience

SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate): Indicate supervisory "scope" and list the number of employees supervised.

Direct: N/A

Indirect: N/A

Non-Employees: N/A