Office Coordinator (Union AMB) - Abacus Service Corporation
Los Angeles, CA
About the Job
1
Job Description
JOB INFORMATION
Job Code: Q4621
Job Title: Office Coordinator (Union AMB)
FLSA Status: Non-Exempt
Cost Center: Blank
JOB SUMMARY
As an integrated part of the department/unit, this position provides coordination of departmental/unit clerical duties and
activities. Offers support in coordinating and maintaining files and data activities in an efficient manner.
JOB QUALIFICATIONS:
Education
Req Pref Degree Field of Study Education Details
X High school or equivalent
Additional Education
Check here if experience may substitute for some of the above education and describe how.
Work Experience
Req Pref Work Experience Experience Level
X 2 years Experience in a secretarial role.
X Experience in customer service field.
X Experience with data entry and statistical analysis.
X Experience with Kronos timekeeping system.
Knowledge, Skills and Abilities
Req Pref Functional Skills
X Excellent working knowledge and skills in Microsoft Office programs including MS Word, Excel, and PowerPoint
X Demonstrate excellent customer service behavior.
X Demonstrates excellent verbal and written communication skills.
Licenses/Certifications
Req Pref Select Licenses/Certifications Enter Additional Licenses/Certifications
X Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire
and maintained by renewal before expiration date. (Required
within LA City only)
JOB ACCOUNTABILITIES
• 1. Communication Skills
2
JOB ACCOUNTABILITIES
• a) Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a
professional manner.
• b) Take detailed messages, determine urgency of calls, and forward them to the appropriate staff member.
• 2. Computer Skills
• a) Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies,
etc.).
• b) Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired
information.
• c) Maintain computer records and files as needed.
• d) Design, develop and produce PowerPoint presentations for special events or committee meetings.
• e) Must be able to use business format for letters and assure grammatical accuracy.
• 3. Customer Service
• a) Greets and assists patients/visitors by providing them with the information needed, contacting appropriate staff
members to assist them, or taking messages for the staff.
• b) Demonstrates outstanding telephone etiquette.
• 4. Data Entry & Report Preparation
• a) Enters data in a timely manner, ensuring that all information is accurate.
• b) Prepares reports for committee meetings and other hospital departments/services.
• 5. Information Distribution
• a) Maintains computer data information accurately and timely.
• b) Assures confidentiality of information.
• 6. Meeting Scheduling
• a) Coordinates meeting dates and times with all participants.
• b) Arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.
• c) Attends meetings and types minutes of meetings as requested.
• 7. Office Maintenance
• a) Completes copying, collating and coordinating materials in an orderly manner.
• b) Maintain files for the General filing system.
• c) Picks up and delivers mail to and for nursing managers/directors.
• d) Provide a file system that allows for easy retrieval of information.
• Performs other duties as assigned.
Other Requirements
Essential: Emergency Response/Recovery Essential Mandated Reporter
In the event of an emergency, the employee
holding this position is required to "report to
duty” in accordance with the university's
Emergency Operations Plan and/or the
employee's department's emergency response
and/or recovery plans. Familiarity with those
plans and regular training to implement those
plans is required. During or immediately
following an emergency, the employee will be
notified to assist in the emergency response
efforts, and mobilize other staff members if
needed.
A mandated reporter who in his or her professional
capacity has knowledge of, or reasonably suspects
a person who is under the age of 18 years, elderly,
or a dependent adult has been the victim of abuse
or neglect must report the suspected incident.
The reporter must contact a designated agency
immediately or as soon as practically possible by
telephone or in writing within 36 hours. By virtue
of the associated job duties, this position qualifies
as a mandated reporter as required by state law
and USC's policy at:
https://policy.usc.edu/mandated-reporters/
Physical Requirements
Physical Requirements N/A Rarely Occasionally Frequently Constantly
Balance X
Bend X
Climb X
3
Physical Requirements
Physical Requirements N/A Rarely Occasionally Frequently Constantly
Crawl X
Feel: Perceiving attributes of
objects, such as size, shape,
temperature by touching of skin,
particularly that of fingertips.
X
Fine manipulation and
flexion/extension and pinching:
right, left, or both hands
X
Hear X
Use a keyboard/mouse X
Kneel/Squat X
Machinery: Heavy Machinery, hand
tools, high voltage equipment
X
Power grasping: right, left, or both
hands
X
Reach (above shoulder) X
Reach (below shoulder) X
Repetitive motion X
Simple grasping: right, left, or both
hands
X
Sit X
Communicate effectively (typically
through speaking)
X
Stand X
Travel (including local travel) X
Twist, turn or tilt: neck, waist X
Walk X
Produce written product X
Unassisted
Weight
Carry Light (0 - 24 lbs.)
Lift Light (0 - 24 lbs.)
Pull Light (0 - 24 lbs.)
Push Light (0 - 24 lbs.)
Visual Acuity Requirements
The worker is required to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a
computer terminal; and/or extensive reading. Though these tasks are typically performed via close, visual acuity,
reasonable accommodations would allow an employee with a disability to accomplish the same task without using vision.
The worker is required to perform an activity that typically requires close visual acuity, such as visual inspection involving
small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or
assembly or fabrication parts at distances close to the eyes.
The worker is required to have close visual acuity to operate motor vehicles and/or heavy equipment.
The worker is required to have close visual acuity to determine the accuracy, neatness, and thoroughness of the work
assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures
(i.e., security guard, inspection, etc.)
Environmental Conditions
Confined Space
Outdoor Exposure
Extreme temperatures
4
Environmental Conditions
Vibrations
Potentially hazardous materials/conditions
Potential allergens/irritants
Noise Exposure
Access to Protected Health Information
No access to patient protected health information
Access to general patient information (e.g. census lists, room lists)
Access to patient clinical information and records (e.g. medical records)
Access to patient financial information and records (e.g. billing records)
Access to administrative information and records containing patient information
Treatment (need to access to provide direct clinical care)
Payment (need access to register, charge, bill and/or collect for services rendered to patients)
Operations (need access to perform duties in support of patient care and to maintain/administrate the hospital)
Other
Patient Populations Served
Age Specific Population:
Young Children: 2 to <4 years
Older children: 4 to <14 years
Adolescent: 14 to <18 years
Young Adult: 18 to <40
Middle Adult: 40 to < 65 years
Older adult: 65 to < 75 years
Geriatric: > 75 years
No direct patient contact under normal circumstances
Specialized Population:
Bariatric
Cystic Fibrosis
Transplant
Orthopedic
Surgical patients
Dialysis
Oncology
Other:
No direct patient contact under normal circumstances
Blood-borne Pathogen Exposure
Category I Job usually involves contact with patients or patient specimens. Exposure to blood, body fluids, non-intact
skin or tissue specimens, is possible.
Category II Job may expose employee occasionally or in emergency situations to blood, body fluids, non-intact skin or
tissue specimens.
Category III Job does not involve exposure to blood, body fluids, non-intact skin or tissue specimens. Employee does not
perform or help in Emergency medical care or first aid as a part of his/her job.
ACKNOWLEDGMENTS
The above statements reflect the essential and non-essential functions as necessary to describe the principle contents of the
job. They are not intended to be a complete statement of all work requirements or duties that may be required of the
position. I understand that I may be asked to perform other duties as assigned.
The University of Southern California is an Equal Opportunity Employer. USC prohibits discrimination on any basis protected
under federal, state, or local law, regulation, or ordinance or university policies. All employment decisions are based on
5
individual qualifications and business need.
I acknowledge receipt of this job description and its associated physical requirements. I have read and understand the job
description and job requirements and agree to abide by their contents. I realize that duties may be requested of me that are
not specifically stated herein. I understand that I will be expected to adjust to potential fluctuations in work volume. I
understand that, if I have any questions about the essential functions or expectations of my position, my supervisor and/or HR
partner are available to discuss them with me.
_____________________________ _____________________________ _________________
Print Employee Name Signature Date
_____________________________ _____________________________ _________________
Print Manager Name Signature Date
This job description describes the general nature and level of work required by the position. It is not intended to be an all [1] inclusive list of qualifications, skills, duties, responsibilities or working conditions of the job.
Job Description
JOB INFORMATION
Job Code: Q4621
Job Title: Office Coordinator (Union AMB)
FLSA Status: Non-Exempt
Cost Center: Blank
JOB SUMMARY
As an integrated part of the department/unit, this position provides coordination of departmental/unit clerical duties and
activities. Offers support in coordinating and maintaining files and data activities in an efficient manner.
JOB QUALIFICATIONS:
Education
Req Pref Degree Field of Study Education Details
X High school or equivalent
Additional Education
Check here if experience may substitute for some of the above education and describe how.
Work Experience
Req Pref Work Experience Experience Level
X 2 years Experience in a secretarial role.
X Experience in customer service field.
X Experience with data entry and statistical analysis.
X Experience with Kronos timekeeping system.
Knowledge, Skills and Abilities
Req Pref Functional Skills
X Excellent working knowledge and skills in Microsoft Office programs including MS Word, Excel, and PowerPoint
X Demonstrate excellent customer service behavior.
X Demonstrates excellent verbal and written communication skills.
Licenses/Certifications
Req Pref Select Licenses/Certifications Enter Additional Licenses/Certifications
X Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire
and maintained by renewal before expiration date. (Required
within LA City only)
JOB ACCOUNTABILITIES
• 1. Communication Skills
2
JOB ACCOUNTABILITIES
• a) Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a
professional manner.
• b) Take detailed messages, determine urgency of calls, and forward them to the appropriate staff member.
• 2. Computer Skills
• a) Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies,
etc.).
• b) Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired
information.
• c) Maintain computer records and files as needed.
• d) Design, develop and produce PowerPoint presentations for special events or committee meetings.
• e) Must be able to use business format for letters and assure grammatical accuracy.
• 3. Customer Service
• a) Greets and assists patients/visitors by providing them with the information needed, contacting appropriate staff
members to assist them, or taking messages for the staff.
• b) Demonstrates outstanding telephone etiquette.
• 4. Data Entry & Report Preparation
• a) Enters data in a timely manner, ensuring that all information is accurate.
• b) Prepares reports for committee meetings and other hospital departments/services.
• 5. Information Distribution
• a) Maintains computer data information accurately and timely.
• b) Assures confidentiality of information.
• 6. Meeting Scheduling
• a) Coordinates meeting dates and times with all participants.
• b) Arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.
• c) Attends meetings and types minutes of meetings as requested.
• 7. Office Maintenance
• a) Completes copying, collating and coordinating materials in an orderly manner.
• b) Maintain files for the General filing system.
• c) Picks up and delivers mail to and for nursing managers/directors.
• d) Provide a file system that allows for easy retrieval of information.
• Performs other duties as assigned.
Other Requirements
Essential: Emergency Response/Recovery Essential Mandated Reporter
In the event of an emergency, the employee
holding this position is required to "report to
duty” in accordance with the university's
Emergency Operations Plan and/or the
employee's department's emergency response
and/or recovery plans. Familiarity with those
plans and regular training to implement those
plans is required. During or immediately
following an emergency, the employee will be
notified to assist in the emergency response
efforts, and mobilize other staff members if
needed.
A mandated reporter who in his or her professional
capacity has knowledge of, or reasonably suspects
a person who is under the age of 18 years, elderly,
or a dependent adult has been the victim of abuse
or neglect must report the suspected incident.
The reporter must contact a designated agency
immediately or as soon as practically possible by
telephone or in writing within 36 hours. By virtue
of the associated job duties, this position qualifies
as a mandated reporter as required by state law
and USC's policy at:
https://policy.usc.edu/mandated-reporters/
Physical Requirements
Physical Requirements N/A Rarely Occasionally Frequently Constantly
Balance X
Bend X
Climb X
3
Physical Requirements
Physical Requirements N/A Rarely Occasionally Frequently Constantly
Crawl X
Feel: Perceiving attributes of
objects, such as size, shape,
temperature by touching of skin,
particularly that of fingertips.
X
Fine manipulation and
flexion/extension and pinching:
right, left, or both hands
X
Hear X
Use a keyboard/mouse X
Kneel/Squat X
Machinery: Heavy Machinery, hand
tools, high voltage equipment
X
Power grasping: right, left, or both
hands
X
Reach (above shoulder) X
Reach (below shoulder) X
Repetitive motion X
Simple grasping: right, left, or both
hands
X
Sit X
Communicate effectively (typically
through speaking)
X
Stand X
Travel (including local travel) X
Twist, turn or tilt: neck, waist X
Walk X
Produce written product X
Unassisted
Weight
Carry Light (0 - 24 lbs.)
Lift Light (0 - 24 lbs.)
Pull Light (0 - 24 lbs.)
Push Light (0 - 24 lbs.)
Visual Acuity Requirements
The worker is required to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a
computer terminal; and/or extensive reading. Though these tasks are typically performed via close, visual acuity,
reasonable accommodations would allow an employee with a disability to accomplish the same task without using vision.
The worker is required to perform an activity that typically requires close visual acuity, such as visual inspection involving
small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or
assembly or fabrication parts at distances close to the eyes.
The worker is required to have close visual acuity to operate motor vehicles and/or heavy equipment.
The worker is required to have close visual acuity to determine the accuracy, neatness, and thoroughness of the work
assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures
(i.e., security guard, inspection, etc.)
Environmental Conditions
Confined Space
Outdoor Exposure
Extreme temperatures
4
Environmental Conditions
Vibrations
Potentially hazardous materials/conditions
Potential allergens/irritants
Noise Exposure
Access to Protected Health Information
No access to patient protected health information
Access to general patient information (e.g. census lists, room lists)
Access to patient clinical information and records (e.g. medical records)
Access to patient financial information and records (e.g. billing records)
Access to administrative information and records containing patient information
Treatment (need to access to provide direct clinical care)
Payment (need access to register, charge, bill and/or collect for services rendered to patients)
Operations (need access to perform duties in support of patient care and to maintain/administrate the hospital)
Other
Patient Populations Served
Age Specific Population:
Young Children: 2 to <4 years
Older children: 4 to <14 years
Adolescent: 14 to <18 years
Young Adult: 18 to <40
Middle Adult: 40 to < 65 years
Older adult: 65 to < 75 years
Geriatric: > 75 years
No direct patient contact under normal circumstances
Specialized Population:
Bariatric
Cystic Fibrosis
Transplant
Orthopedic
Surgical patients
Dialysis
Oncology
Other:
No direct patient contact under normal circumstances
Blood-borne Pathogen Exposure
Category I Job usually involves contact with patients or patient specimens. Exposure to blood, body fluids, non-intact
skin or tissue specimens, is possible.
Category II Job may expose employee occasionally or in emergency situations to blood, body fluids, non-intact skin or
tissue specimens.
Category III Job does not involve exposure to blood, body fluids, non-intact skin or tissue specimens. Employee does not
perform or help in Emergency medical care or first aid as a part of his/her job.
ACKNOWLEDGMENTS
The above statements reflect the essential and non-essential functions as necessary to describe the principle contents of the
job. They are not intended to be a complete statement of all work requirements or duties that may be required of the
position. I understand that I may be asked to perform other duties as assigned.
The University of Southern California is an Equal Opportunity Employer. USC prohibits discrimination on any basis protected
under federal, state, or local law, regulation, or ordinance or university policies. All employment decisions are based on
5
individual qualifications and business need.
I acknowledge receipt of this job description and its associated physical requirements. I have read and understand the job
description and job requirements and agree to abide by their contents. I realize that duties may be requested of me that are
not specifically stated herein. I understand that I will be expected to adjust to potential fluctuations in work volume. I
understand that, if I have any questions about the essential functions or expectations of my position, my supervisor and/or HR
partner are available to discuss them with me.
_____________________________ _____________________________ _________________
Print Employee Name Signature Date
_____________________________ _____________________________ _________________
Print Manager Name Signature Date
This job description describes the general nature and level of work required by the position. It is not intended to be an all [1] inclusive list of qualifications, skills, duties, responsibilities or working conditions of the job.
Source : Abacus Service Corporation
