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Administrative Office Coordinator

Location: College Station
Posted on: March 12, 2023

Job Description:

The Administrative Office Coordinator will manage and provide daily assistance to the administrative team while assuming the responsibility of managing the corporate office of CapRock Health to include oversight and responsibility for provider and staff credentialing, general human resource and payroll functions, invoice and accounts management, answering and triaging phone calls, preparing reports, receiving and preparing mail, and responsibility for the physical environment of the corporate office.Duties for the position are diverse and require significant flexibility to accommodate the demands that are frequently determined by the dynamic activities affecting the operations of the various healthcare locations and administrative team.This position ensures coordination and timely completion of assigned projects while performing other administrative duties such as general typing, preparation of correspondence, file/report maintenance, appointment/meeting scheduling, travel coordination and both internal and external communication. - Responsibilities require attention to detail, organization and accuracy of tasks.Reporting Structure: Reports to CEO, who holds the employee responsible for the achievement of desired goals and objectives. Receives daily direction from administrative team.Education Qualifications and Credentials: High School Graduate or GED equivalent - Associates or Baccalaureate degree in related field preferred. Experience managing healthcare executive team - minimum 3 years preferred. Knowledge of basic medical terminology preferred.Essential Job Functions: The employee must be able to perform each essential function effectively to be successful in this position.

  • Models professionalism and customer service to patients, family, community, staff and physicians consistent with the Mission and Values of CapRock Health System.
  • Relieves administrative team of designated details for projects/daily workflow by working independently to acquire sufficient understanding to anticipate action to be taken. - Handles administrative detail and coordinates action items within scope of responsibility. -
  • Strives to minimize the workload on the administrative team so that they can work on other priorities and lead the organization. - Anticipates needs based on knowledge of administrator's duties and time commitments.
  • Maintains administrative manuals, notebooks, files and other reports and metrics to ensure consistent performance of routines. Maintains files in orderly manner, filing with accuracy and timeliness, and professionalism.
  • Invoice Management: -
  • Human Resource/Payroll Functions:
  • Arranges essential mail in priority action order for appropriate administrator. -
  • When requested, prepares agendas for meetings in advance, arranges meeting facilities, acts as recording secretary if asked; prepares action minutes and assures appropriate attendance to ensure effective meeting goals accomplished.
  • When requested, arranges travel, prepares itinerary and travel needs, trips, files, and supplies, assures both personal and professional communication of travel, and completes expense reports upon return.
  • Meets and greets visitors to the Administrative Offices, provides assistance and accompanies visitors to other areas, should this be needed. - Finds meeting rooms and assures visitors comfort and needs are met. - Ensures administrative offices are clean, tidy, well stocked, and oversees any administrative office maintenance issues. -Orders office supplies as appropriate and within budget.
  • Keeps workspace and the workspace of the administrators orderly, organized and neat, assuring an optimal and professional work environment to meet with internal and external visitors and to accomplish daily tasks
  • Participates in requested projects and other meetings to assure follow-through and action items are addressed. -
  • Takes initiative on requests and inquiries of administrative nature for closing out issues within scope of authority.
  • Updates and chases delegated tasks for administrative team to ensure progress towards deadlines.
  • Maintains strict confidentiality of information and correspondence acquired through work activities.
  • Communicates openly and professionally with administrative team and others so that appropriate information and priorities are conveyed.
  • Researches, drafts or abstracts reports as requested. Updates various recurring reports and dashboards for administrative team, as requested.
  • Seeks clarity on responsibilities to ensure accuracy of work, while applying self to anticipate needs of the administrative team and to function independently.
  • Seeks training on projects outside of range of skills to be most effective in assuring support for administrative team and their direct reports. -
  • Ensures knowledge of and ensures compliance with state, federal and accreditation requirements for work functions.
  • Provides input to improve or alter processes in which directly/indirectly involved.
  • Responsible for professional growth related to job responsibilities.
  • Performs other duties and special projects as assigned.Knowledge, Abilities and Skills:
    • Possess strong organizational and time management skills, ability to prioritize responsibilities based on critical thinking skills. Self-motivated and able to problem solve and follow through to achieve high quality outcomes. -
    • Communicate effectively, both orally and written, as well as respectfully communicate with all levels of staff and external customers. -
    • Extensive Microsoft Office software skills are required, as well as Internet research abilities.
    • Knowledge of office technologies, such as scanning, faxing, communication software, and video conferencing required.
    • Work with high degree of accuracy and attention to detail.
    • Can adapt to changing environments, be innovative, and be dependable.
    • Must be able to work well with members of management, physicians, and support staff.
    • Willingness to learn new processes and adapt to a changing work environment, often under strict time frames. -
    • Must have a reliable means of transportation and may be asked to drive their personal vehicle to and from locations.Physical Demands: The physical demands below are typical of those that must be met by the employee to successfully perform the essential functions of the position. Reasonable accommodations may be available for individuals with disabilities.
      • Employee is regularly required to hear and speak; is frequently required to sit, stand, walk, use hands to finger, reach with hands and arms, lift and move more than 10 lbs.;
      • Employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl;
      • Required to constantly make decisions and concentrate; and
      • Regularly required to stand and walk for periods ranging 1-3 hours.

Keywords: CAPROCK EMERGENCY, LLC, College Station , Administrative Office Coordinator, Administration, Clerical , College Station, Texas

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