Office Coordinator - Abacus Service Corporation
Los Angeles, CA
About the Job
1
Job Description
JOB INFORMATION
Job Code: Q4600
Job Title: Office Coordinator
FLSA Status: Non-Exempt
Cost Center: Blank
JOB SUMMARY
As an integrated part of the department, this position provides coordination of office flow and activities. Offers support in
coordinating and maintaining files and data activities in an efficient manner. Provides clerical support to the department
staff.
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 related field.
Knowledge, Skills and Abilities
Req Pref Functional Skills
X Advanced proficiency with Microsoft Office applications and competent keyboarding.
X Excellent organizational skills, detail oriented with strong ability to multi-task.
X Customer Service skills including problem resolution and patient satisfaction.
X Ability to maintain confidential information.
X Familiarity with medical terminology.
X Knowledge of Client Centricity for patient appointments and familiarity with electronic medical records.
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
" Communication Skills
2
JOB ACCOUNTABILITIES
Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a
professional manner.
Responsible for functioning as a liaison between Internal Medicine and Access Center in regards to staff out daily coverage.
Responsible for generating daily exam room, staff, and physician assignment schedules.
" Computer Skills
Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired information.
Maintain computer records and files as needed.
Maintains staff out and HC2 Conference Room 1122 calendar via Outlook.
Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies, etc.)
May design, develop and produce PowerPoint presentations for special events or committee meetings.
Must be able to use business format for letters and assure grammatical accuracy.
" Customer Service/Assist with Other Duties
Work closely within department personnel, including management team, nursing staff, and physicians.
Greets and assists customers by providing them with the information needed, contacting appropriate staff members to
assist them, or taking messages for the staff .
May be responsible for scheduling patient's evaluation in a timely manner while accommodating patient's needs. This
includes but no limited to: laboratories, diagnostic testing and consultations as needed.
" Data Entry & Report Preparation
Enters data (Charge Entry)in a timely manner, ensuring that all information is accurate
" Information Distribution
Distributes daily staff out email to all personnel including management team.
Maintains computer data information accurately and timely.
" Meeting Scheduling
Attends meetings as required and may type minutes of meetings as requested.
May be require to coordinates meeting dates and times with all participants.
May arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.
" Office Maintenance
Maintain files for the General filing system.
Store old files and destroy confidential documents according to departmental policies.
Provide a file system that allows for easy retrieval of information.
Knowledgeable of office/clinic operations and able to cover for various staff when necessary.
May be requested to order and maintain office supplies; assist in care and maintenance of department equipment
" 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
Crawl X
Feel: Perceiving attributes of
objects, such as size, shape,
temperature by touching of skin,
particularly that of fingertips.
X
3
Physical Requirements
Physical Requirements N/A Rarely Occasionally Frequently Constantly
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
X Confined Space
Outdoor Exposure
Extreme temperatures
Vibrations
Potentially hazardous materials/conditions
X Potential allergens/irritants
Noise Exposure
4
Access to Protected Health Information
No access to patient protected health information
X 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)
X 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.
X 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. USC reserves the right to add or change duties
at any time.
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
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.
5
_____________________________ _____________________________ _________________
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. The job description is subject to change with or without notice, and
Management reserves the right to add, modify or remove any qualification or duty. Nothing in this job description changes the
existing at-will employment relationship between the university and the employee occupying the position.
Job Description
JOB INFORMATION
Job Code: Q4600
Job Title: Office Coordinator
FLSA Status: Non-Exempt
Cost Center: Blank
JOB SUMMARY
As an integrated part of the department, this position provides coordination of office flow and activities. Offers support in
coordinating and maintaining files and data activities in an efficient manner. Provides clerical support to the department
staff.
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 related field.
Knowledge, Skills and Abilities
Req Pref Functional Skills
X Advanced proficiency with Microsoft Office applications and competent keyboarding.
X Excellent organizational skills, detail oriented with strong ability to multi-task.
X Customer Service skills including problem resolution and patient satisfaction.
X Ability to maintain confidential information.
X Familiarity with medical terminology.
X Knowledge of Client Centricity for patient appointments and familiarity with electronic medical records.
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
" Communication Skills
2
JOB ACCOUNTABILITIES
Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a
professional manner.
Responsible for functioning as a liaison between Internal Medicine and Access Center in regards to staff out daily coverage.
Responsible for generating daily exam room, staff, and physician assignment schedules.
" Computer Skills
Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired information.
Maintain computer records and files as needed.
Maintains staff out and HC2 Conference Room 1122 calendar via Outlook.
Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies, etc.)
May design, develop and produce PowerPoint presentations for special events or committee meetings.
Must be able to use business format for letters and assure grammatical accuracy.
" Customer Service/Assist with Other Duties
Work closely within department personnel, including management team, nursing staff, and physicians.
Greets and assists customers by providing them with the information needed, contacting appropriate staff members to
assist them, or taking messages for the staff .
May be responsible for scheduling patient's evaluation in a timely manner while accommodating patient's needs. This
includes but no limited to: laboratories, diagnostic testing and consultations as needed.
" Data Entry & Report Preparation
Enters data (Charge Entry)in a timely manner, ensuring that all information is accurate
" Information Distribution
Distributes daily staff out email to all personnel including management team.
Maintains computer data information accurately and timely.
" Meeting Scheduling
Attends meetings as required and may type minutes of meetings as requested.
May be require to coordinates meeting dates and times with all participants.
May arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.
" Office Maintenance
Maintain files for the General filing system.
Store old files and destroy confidential documents according to departmental policies.
Provide a file system that allows for easy retrieval of information.
Knowledgeable of office/clinic operations and able to cover for various staff when necessary.
May be requested to order and maintain office supplies; assist in care and maintenance of department equipment
" 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
Crawl X
Feel: Perceiving attributes of
objects, such as size, shape,
temperature by touching of skin,
particularly that of fingertips.
X
3
Physical Requirements
Physical Requirements N/A Rarely Occasionally Frequently Constantly
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
X Confined Space
Outdoor Exposure
Extreme temperatures
Vibrations
Potentially hazardous materials/conditions
X Potential allergens/irritants
Noise Exposure
4
Access to Protected Health Information
No access to patient protected health information
X 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)
X 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.
X 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. USC reserves the right to add or change duties
at any time.
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
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.
5
_____________________________ _____________________________ _________________
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. The job description is subject to change with or without notice, and
Management reserves the right to add, modify or remove any qualification or duty. Nothing in this job description changes the
existing at-will employment relationship between the university and the employee occupying the position.
Source : Abacus Service Corporation
