Administrative Services Coordinator- FT- Trinity Health Hospital Oakland

Employment Type:

Full time

Shift:

Description:

Minimum Education, Licensure / Certification and Experience Required.

Education

• Bachelors Degree in business, communications, health care administration or equivalent work experience.

Licensure / Certification

Not Applicable

Special Skill / Aptitudes

• Leadership skills and business acumen as demonstrated through experience in multi-functional areas and/or in-depth experience leading a operating environment.

• Interpersonal skills necessary to effectively communicate with a diverse group of external and internal customers, often dealing with sensitive/highly confidential information.

• Excellent presentation, communication negotiation and persuasive skills, both oral and written necessary to interact and lead people at all levels and with multiple disciplines and interests.

• Demonstrated skill at fostering respect and trust at all levels of the organization combined with a proven track record of achievement including accomplishing difficult tasks through other people.

• Analytical skills necessary in order to handle project/administrative details for multiple leaders and physicians.

• Strong project management skills including the ability to plan and track progress of large, short and long- term multi-faceted projects.

• Ability to organize, prioritize and accomplish objectives through individual initiative and respond positively to the pressures of a performance driven environment.

• Demonstrated proficiency in Microsoft Office Suite, with specific knowledge in Access, PowerPoint and Excel.

• Excellent customer service orientation skills necessary in order to deal effectively with various levels of hospital personnel, outside customers and community groups.

Provides project management:

• Works with Key Stakeholders to identify process improvement needs

• Provides status updates to Stakeholders in various communication styles to ensure effective communication.

• Documenting, publishing, and distributing meeting summaries and documentation;

• Action item follow-up;

• Presentation creation and/or refinement;

• Meeting facilitation;

• Attendance and engagement tracking;

• Creation of minutes, project plans, business cases, tasks, and/or other ad-hoc requests.

Provides individual contribution in problem solving efforts on selected projects to reduce defects, improve physician satisfaction, reduce cost and improve cycle time, rework, etc. Identifies and works to remove barriers that slow or prevent the successful attainment of process/productivity improvement and administrative efficiency that will lead to cost reduction and competitive advantage.

May perform a wide variety of administrative duties:

• Preparing reports and conducting audits;

• Completion of administrative forms/processing;

• Calendar coordination of various leaders;

• Composing correspondence and preparing forms, tables, charts, records, newsletters, etc.

• Dictates committee communications, board reports, rosters, etc.

Maintains supplies for the department needs, orders and maintains resources needed in support of special events, mailings, major appeals, recognition programs. Organizes and arranges meetings, conferences, schedules, interviews and appointments often dealing with leaders and external guests. Completes travel arrangements and maintains business calendars. May be required to deal with sensitive and/or confidential information as needed. Must be able to set and organize own work priorities, and adapt to them as they change frequently. Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful due to time constraints. Represents a positive, servant-leader image to visitors and telephone callers. Demonstrates service excellence when responding to staff, visitors, physicians, vendors, community leaders, etc. Responds to inquiries concerning programs and activities and refers complex and/or sensitive inquiries to appropriate personnel. To perform this job successfully, an individual must be able to perform the competencies/essential functions satisfactorily with or without reasonable accommodation. Disclaimer: The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job.

• Demonstrates and actively promotes an understanding and commitment to the mission of St. Joseph Mercy Oakland through performing behaviors consistent with the Trinity Health Values.

• Maintains a working knowledge of applicable Federal, State, and Local laws and regulations, the Trinity Health Organizational Integrity Program, including the Standards of Conduct, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behaviors.

• Supports and conducts one's self in a manner consistent with customer service expectations.

Minimum Education, Licensure / Certification and Experience Required.

Two (2) years of experience in providing project management, communication or administrative support in a professional office. Experience in Healthcare environment preferred.

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.