Department Of Surgery Coordinator

SCOPE OF POSITION: Utilize independent judgment and initiative while performing diversified secretarial, reception, office management and coordination of activities relative to the operation of the Department. Maintain excellence in customer service.# Interactions may include adolescent, adult, and older adult population.# Report to the Director.

RESPONSIBILITIES:

Provide diversified secretarial support using a variety of computer programs, spreadsheets, or databases for Director and/or staff as assigned# Act as department receptionist or resource for department information, directing flow of customers as appropriate.# Screens telephone calls and responds to routine requests for information. Maintains a variety of appropriate office processes (maintains records and data) to facilitate efficient operations. Schedule appointments with staff, effectively maintaining smooth flow.# May monitor staff scheduling/staffing. Monitor and orders department office supplies. Take meeting minutes and make agendas for meetings Serve as department timekeeper. Coordinate special department functions as assigned. Work collaboratively as part of the department team promoting effective working relationships and assisting the department in meeting its goals and objectives. Maintain required knowledge and skills.# Completes general/unit/department specific competencies.# Participates in the Performance Improvement process. Monitors divisional and departmental charge masters, billing, budget, and variance reports, providing recommendations for improvement, simplification, and compliance. Works with coders and financial resources to ensure accurate billing, rapid turn-around, and tracking of volumes, expenses. Works with Materials Management to ensure current and accurate clinical item master is in sync with Materials item master. Assures correct Operating Room supply charge mechanisms are in place. Provides guidance and support for staff charging documentation. Perform other related duties as requested. REQUIREMENTS: Advanced knowledge of office procedures. Must have basic computer skills and ability to access internet and other programs applicable to Waterbury Hospital procedures. Perform automated functions that fall within job responsibility. Excellent organizational and independent follow up skills. Able to handle confidential material and information. Ability to interact and communicate effectively with all levels of employees, managers, administrators, patients, program participants, and outside/community agency representatives. Ability to effectively deal with difficult situations involving direct contact and confrontation with upset employees and/or patients. Usual office working conditions: Job requires the ability to work in a sitting position for extended periods of time; some standing, bending, pushing carts, reaching and/or pulling and lifting of records/boxes (less than twenty-five pounds).# If contact with patient population: ability to assist with a specific patient population to include push/pull wheelchairs and distributing lunch trays.# May include activities related to all patient elements, i.e., bloodborne pathogens, as well as transporting blood from blood bank or drugs from pharmacy. High school graduate with additional specialized training; Associates Degree in Secretarial Science or related field preferred or at least two (2) years secretarial experience. # THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT EXCLUDE OTHER OCCASIONAL WORK ASSIGNMENTS NOT MENTIONED, THE INCLUSION OF WHICH WOULD BE IN CONFORMITY WITH THE FACTOR DEGREES ASSIGNED TO THIS JOB.

SCOPE OF POSITION:

Utilize independent judgment and initiative while performing diversified secretarial, reception, office management and coordination of activities relative to the operation of the Department. Maintain excellence in customer service. Interactions may include adolescent, adult, and older adult population. Report to the Director.

RESPONSIBILITIES:

• Provide diversified secretarial support using a variety of computer programs, spreadsheets, or databases for Director and/or staff as assigned

• Act as department receptionist or resource for department information, directing flow of customers as appropriate. Screens telephone calls and responds to routine requests for information.

• Maintains a variety of appropriate office processes (maintains records and data) to facilitate efficient operations.

• Schedule appointments with staff, effectively maintaining smooth flow. May monitor staff scheduling/staffing.

• Monitor and orders department office supplies.

• Take meeting minutes and make agendas for meetings

• Serve as department timekeeper.

• Coordinate special department functions as assigned.

• Work collaboratively as part of the department team promoting effective working relationships and assisting the department in meeting its goals and objectives.

• Maintain required knowledge and skills. Completes general/unit/department specific competencies. Participates in the Performance Improvement process.

• Monitors divisional and departmental charge masters, billing, budget, and variance reports, providing recommendations for improvement, simplification, and compliance.

• Works with coders and financial resources to ensure accurate billing, rapid turn-around, and tracking of volumes, expenses.

• Works with Materials Management to ensure current and accurate clinical item master is in sync with Materials item master.

• Assures correct Operating Room supply charge mechanisms are in place. Provides guidance and support for staff charging documentation.

• Perform other related duties as requested.

REQUIREMENTS:

• Advanced knowledge of office procedures.

• Must have basic computer skills and ability to access internet and other programs applicable to Waterbury Hospital procedures.

• Perform automated functions that fall within job responsibility.

• Excellent organizational and independent follow up skills.

• Able to handle confidential material and information.

• Ability to interact and communicate effectively with all levels of employees, managers, administrators, patients, program participants, and outside/community agency representatives.

• Ability to effectively deal with difficult situations involving direct contact and confrontation with upset employees and/or patients.

• Usual office working conditions: Job requires the ability to work in a sitting position for extended periods of time; some standing, bending, pushing carts, reaching and/or pulling and lifting of records/boxes (less than twenty-five pounds). If contact with patient population: ability to assist with a specific patient population to include push/pull wheelchairs and distributing lunch trays. May include activities related to all patient elements, i.e., bloodborne pathogens, as well as transporting blood from blood bank or drugs from pharmacy.

• High school graduate with additional specialized training; Associates Degree in Secretarial Science or related field preferred or at least two (2) years secretarial experience.

THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT EXCLUDE OTHER OCCASIONAL WORK ASSIGNMENTS NOT MENTIONED, THE INCLUSION OF WHICH WOULD BE IN CONFORMITY WITH THE FACTOR DEGREES ASSIGNED TO THIS JOB.