Office Coordinator

Employment Type:

Full time

Shift:

Day Shift

Description:

I Accountability Objectives:

Serves as point of contact and responsible for the overall organization, daily operational functions, and administrative

support for a service line program(s) and /or area(s). Performs all administrative activities to support smooth and

efficient operations and seeks to improve functions/processes supported.

II Position Qualifications:

Minimum Education, Licensure / Certification and Experience Required.

A. Education

Associates Degree in related field or equivalent years working experience.

Bachelor's degree preferred.

B. Licensure / Certification

Not Applicable

C Special Skill / Aptitudes

PC experience and demonstrated proficiency in MS Word, Powerpoint, Excel, Windows or related

computer software. Good keyboarding skills with a high level of accuracy and attention to detail.

Analytical skills necessary in order to handle administrative details such as preparing special nonrecurring

reports by combining data from several sources and scheduling and handling administrative/secretarial needs

of multiple leaders and physicians.

Interpersonal skills necessary to effectively communicate with a diverse group of external and internal

customers, often dealing with sensitive/highly confidential information.

Ability to handle multiple tasks, maintain composure, and successfully serve all customers in a positive,

enthusiastic manner.

Ability to organize and prioritize workload. Ability to handle multiple tasks, meet established deadlines

and, with composure, work in a face paced work environment.

Ability to receive, process and distribute information and detailed messages to completion.

Ability to take the initiative to trouble shoot and problem solve quickly, efficiently and appropriately to

completion.

Flexible team player, willingness to go beyond for the benefit of smooth operation of the department.

Excellent customer service orientation skills necessary in order to deal effectively with various levels of

hospital personnel, outside customers and community groups.

II Position Qualifications:

Minimum Education, Licensure / Certification and Experience Required.

D. Experience

Two years related office working experience in a clerical support/administrative coordinator role in order to

gain an understanding of coordinating office operations and administrative details. Experience in Healthcare

environment preferred.

III Duties / Responsibilities:

1 Performs administrative activities, which includes completion and processing of forms, preparing reports

and conducting audits as required. Performs special projects and other related duties as required.

2 Coordinates clerical and administrative activities providing support to management team, physicians and staff

members. Tracks and reviews work to ensure proper format, adherence to procedure etc. Develops &

maintains the department calendar ensuring the scheduling coordination of all reports and meetings.

3 Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables,

charts, records, statistical reports, newsletters, etc. Assists in preparing letters from the director, committee

communications, board reports, rosters, etc. Xeroxing and faxing as needed.

4 Represents a positive image to visitors and telephone callers. Demonstrates service excellence when

responding to staff, visitors, physicians, vendors, community leaders, etc. Responds to inquiries concerning

programs and activities and refers complex and/or sensitive inquiries to appropriate personnel.

5 Organizes and arranges meetings, conferences, schedules, interviews and appointments often dealing with

physicians, managers, and other department leaders. Completes travel arrangements and maintains business

calendars. May be required to relay confidential or sensitive information as directed.

6 Reviews and reads incoming correspondence, e-mails, reports, memoranda, etc., screens items which can be

routinely handled, prepares appropriate responses and forwards remaining materials to appropriate personnel

along with necessary background information. Answers and screens all telephone inquiries. Takes clear,

concise, legible messages and delivers them promptly. Greets all customers in a courteous, cheerful, and

respectful manner.

7 Maintains HR files of all employees files hospital publications including annual reports, developments,

special event and public relation's materials for regulatory agencies.

8 Attends meetings, takes, prepares and distributes minutes as appropriate. Provides support to all committees

as needed. Organizing related administrative and clerical activities.

9 Maintains supplies for the department needs, orders and maintains resources needed in support of special

events special mailings, major appeals, recognition programs, etc.

10 Work to maintain cooperative work relationships with staff and deals with conflicts in a timely and

constructive manner.

11 Assists leaders in maintaining and updating all department policies and procedures.

12 Provides clerical support in preparation for conferences, speakers and lectures.

Demonstrates and actively promotes an understanding and commitment to the mission of St. Joseph Mercy

Oakland through performing behaviors consistent with the Trinity Health Values.

Maintains a working knowledge of applicable Federal, State, and Local laws and regulations, the Trinity

Health Organizational Integrity Program, including the Standards of Conduct, Code of Ethics, as well as

other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and

professional behaviors.

Supports and conducts one's self in a manner consistent with customer service expectations.

IV Dept/Unit Specific:

Not Applicable

VII Working Conditions:

Not Applicable

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

EOE including disability/veteran