Administrative Coordinator - DCH Health System

Performs and coordinates a variety of clerical support services for the efficient operation of the department.  Performs and provides secretarial and operational support services such as maintaining files, preparing correspondence, coordinating meetings and events and preparing reports.

1. Provides secretarial support to include:

• • Accepts and screens telephone calls; routes calls appropriately.
  • Types memos/letters.
  • Assists with the preparation of various monthly, quarterly and annual reports.
  • Records in-services and obtains education reports as needed for Nursing Managers.
  • Supervises daily collection/dispersion of mail for Nurse Leaders and Nursing Units.
  • Assists with the establishment of due dates and tracking deadlines for projects, reports, etc..
  • Compiles and produces various reports and graphs including budget reports, PI reports, etc.

1. Schedules and supports meetings:

• • Organizes and prepares packets for department meetings.
  • Schedules meetings using Outlook.
  • Coordinates meetings by booking meeting rooms, preparation of agenda, preparation of packets; preparation of meeting notices to be sent to attendees, coordination of catering services; coordination of availability and set-up of special equipment, recording of minutes, development and maintenance of filing system.
  • Assists with the organization, planning, set-up and execution of special events throughout the year.

1. Coordinates calendars and appointments

• • Maintains appointments daily
  • Coordinates interviews
  • Coordinates travel arrangements; reconciliation of travel expense reports

1. Types, edits or revises and publishes documents such Policies and Procedures, Job Descriptions, Employee Rosters, Manuals, Minutes, etc.
2. Orders office supplies, keeps a current inventory and oversees the maintenance of office equipment such as the copy/fax machine.
3. Assist with payroll edits, scheduling, and use of other DCH systems

DCH Standards:      

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• All other duties as assigned.

High School diploma or equivalent.  At least one year of general secretarial experience preferred. Office Applications Certificate preferred. Typing 30 wpm minimum.  Working knowledge of computers and various types of software including spreadsheets, word processing, and databases.  Microsoft Office Word, Outlook and Excel basic skills required. Must be organized and able to establish priorities.  Must be able to communicate effectively (both orally and in writing) with patients, physicians, co-workers and administrators; ability to meet the public with tact, courtesy and efficiency.  Must have well defined personal skills.  Knowledge of medical terminology preferred.  Must be able to read, write legibly, speak and comprehend English. 

WORK CONTEXT

• Must be able to work independently
• Must be able to prioritize and organize work to reach established goals
• Communicate with different personalities and engage in face to face discussion
• Dealing with unpleasant or verbally aggressive personalities
• Must be able to deal with conflict
• Must be able to communicate clearly and accurately
• Must be able to receive delegation
• Must be able to work in groups
• Must be able to perform structured and unstructured work
• Must be meet time pressure and time lines
• Must be able to perform in exact and accurate manner
• Must be able to use electronic mail, telephone and texting
• Must be able to use computers, job-related software and internet applications
• Must be able to use office equipment proficiently

PHYSICAL FACTORS

Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

• Must be able to tolerate prolonged periods of standing and sitting
• Must be able to reach reasonable distances in any direction
• Must be able to stand, walk, kneel, bend, sit, stoop and lift
• Must be able to run in an emergency
• Must be able to move fingers in a coordinated manner and must be able to feel and perceive temperature, texture, shape and size with fingertips
• Must be able to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns
• Must be able to perform the duties with or without reasonable accommodation
• Hearing and vision must be normal or corrected to within normal range
• Able to perform duties with or without reasonable accommodations
• Physical presence onsite is essential