Departmental Operations Coordinator-Comprehensive Care and Employee Health Clinic
Apply Here Job Description :
JOB PURPOSE OR MISSION: Provides a wide variety of administrative and staff support services. Assists in the management of department operations. Performs duties for the age population served, as defined in the department’s scope of service.
PERFORMANCE CRITERIA
CRITERIA A: Everyday Excellence Values – Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.
PERFORMANCE STANDARDS:- Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.
- Takes initiative in living our Everyday Excellence values and vital signs.
- Takes initiative in identifying customer needs before the customer asks.
- Participates in teamwork willingly and with enthusiasm.
- Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.
- Keeps customers informed, answers customer questions and anticipates information needs of customers.
CRITERIA B: Corporate Compliance – Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.
- Practices diligence in fulfilling the regulatory and legal requirements of the position and department.
- Maintains accurate and reliable patient/organizational records.
- Maintains professional relationships with appropriate officials communicates honesty and completely behaves in a fair and nondiscriminatory manner in all professional contacts.
CRITERIA C: Personal Achievement – Employee demonstrates initiative in achieving work goals and meeting personal objectives.
PERFORMANCE STANDARDS- Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.
- Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.
- Upholds the ethical standards of the organization.
CRITERIA D: Performance Improvement – Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.
- Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.
- Initiates or redesigns to continuously improve work processes.
- Contributes ideas and suggestions to improve approaches to work processes.
- Willingly participates in organization and/or department quality initiatives.
CRITERIA E: Cost Management – Employee demonstrates effective cost management practices.
- Effectively manages time and resources
- Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.
- Consistently looks for and uses resource saving processes.
CRITERIA F: Patient & Employee Safety – Employee actively participates in and demonstrates effective patient and employee safety practices.
- Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.
- Employee proactively reports errors, potential errors, injuries or potential injuries.
- Employee demonstrates departmental specific patient and employee safety standards at all times.
- Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.
JOB FUNCTIONS
ESSENTIAL JOB FUNCTIONS include, but are not limited to:
1. Provides administrative support to manager and staff to assure continuity of departmental operations.
PERFORMANCE STANDARDS:- Arranges and schedules appointments, including interviewing callers and making proper referrals.
- Consistently reviews and prioritizes all incoming mail and material.
- Maintains up-to-date management manuals, directives, policies and procedures.
- Maintains accurate records and organizes filing and archive system to facilitate retrieval of information.
- Monitors and maintains appropriate levels of office supplies, equipment and other materials.
- Makes travel arrangements per established guidelines.
- Generates check vouchers and expense reports accurately.
2. Manages timekeeping function for assigned area, as required.
- Accurately enters time into Kronos system 100% of the time.
- Edits timekeeping errors to ensure 100% accurate pay period records.
- Adheres to organization policy and procedure regarding timelines for data entry and reporting.
3. Produces a variety of complex documents requiring comprehensive knowledge of multiple PC software packages and complex operations.
PERFORMANCE STANDARDS:
- Demonstrates familiarity with all standardized formats utilized in correspondence, manuals, proposals, etc.
- Possess a clear comprehension and demonstrated capability to design and layout forms.
- Determines most appropriate software program for processing.
- Word-processes general correspondence, memos, charts, tables, graphs, business plans, etc.
- Prepares draft agendas and records minutes for meetings as requested with 100% accuracy.
- Consistently proofs work for completeness and accuracy.
4. Performs all other duties as assigned.
SPECIFIC EXPERIENCE REQUIREMENTS
Three years previous secretarial experience preferred.
SPECIFIC EDUCATIONAL REQUIREMENTS
Post high school vocational/specialized training preferred.
SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS
Knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment.
Knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.
HIPAA REQUIREMENTS:
Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records w/o limitation both paper and electronic, patient demographics, lab and radiology results, patient information related to surgery or appointment schedules, information related to patient location, religious beliefs and/or public health records, medical records related to quality/data, patient financial information and/or 3rd party billing, patient-related complaints, and/or employee health and prescriptions.
SAFETY REQUIREMENTS:
Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, handling of wastes, sharps and linen, PPE, exposure control plans, hand washing, environment of care, and patient identification.
