Administrative Coordinator, Emergency Dept and Behavioral Health
- University of Maryland Medical System Expired
- Upper Marlboro, Maryland
- Full Time
Job Description
POSITION SUMMARY
Reporting to the Department Director, the Administrative Coordinator, coordinates and performs a wide variety of administrative, secretarial, timekeeping and program support activities on behalf of the ED and BEH service. The person chosen for this position will serve as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. The incumbent will coordinate the provision of office and staff support services, for example timekeeping to the departments and oversee and participate in the coordination and completion of special projects and events.
Principal Duties:
1. Provides confidential secretarial and administrative support to the Emergency and Behavioral Health departments. Responsibilities include managing schedules/calendars, screening and handling telephone communications, greeting and directing visitors, and coordinating administrative services and inquiries as appropriate.
2. Serves as a primary point of direct administrative contact and liaison with multidiscipline services, individuals, and internal/external stakeholders.
3. Prepares, maintains, and updates the Schedule for accuracy and acts as Timekeeper for the assigned area.
4. Monitors and coordinates accounting activities as appropriate, and prepares internal and external reports for management; participates in budget planning and management, as required.
5. Maintains administrative reports and interdepartmental files/records to ensure adherence with local, regional, and state Quality Management requirements and assigned area; reviews and updates, as directed.
6. Gathers enters, and/or updates data to maintain departmental databases, per COMAR as appropriate; performs chart/documentation audits as requested review.
7. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the office.
8. Draft correspondences, as necessary, to internal and external customers.
Customer Service:
1. Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.
2. Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open-ended questions, such as "How may I be of help to you?" using the customer's name as soon as it is learned.
3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.
4. Keeps customer's information confidential, including public places such as elevators or the cafeteria.
5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.
6. Demonstrates commitment to excellent service recovery when a customer's expectations have not been met.
Commitment to Co-Workers:
1. Offers assistance to colleagues and other departments when needed.
2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines. 3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.
4. Mindful and respectful of others' time and schedules. Attends meetings on time and communicates any absences.
5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department
Communication Etiquette:
1. Respectful, courteous and professional in all forms of communication and follows facility's service communication protocol in all interactions.
2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.
3. Does not text or use e-mail during meetings (except for exigent or emergency situations).
4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).
5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.
6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.
7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).
8. Always mindful of voice and language in public.
Self Management:
1. Reports to work appropriately groomed and in compliance with the Hospital's dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.
2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.
3. Completes mandatory, annual education and competency requirements.
4. Follows UM Capital safety, infection control and employee health standards.
5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.
6. Adhere to all UM Capital safety and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.
7. Reviews, signs, and adheres to UM Capital safety and/or departmental confidentiality statement.
POSITION REQUIREMENTS :
Licensure/Certification/Registration
Required : N/A
Education/Knowledge
Attained Level: Formal Education
Completed Course Work/Program: Associate's Degree in Business, Healthcare or related field
Applicable Experience
Experience (years): Required: 2 years Preferred: 3 - 5 years
Experience (describe required & preferred): Two years of administrative experience preferably in a healthcare setting (scheduling appointments, posting surgical schedules, coordinating home care visits, maintaining on-call surgical & trauma medical schedules, etc.)
Technical/Clinical Skills
Microsoft Office Suite Skill Level
Word: Basic
Excel: Basic
Basic knowledge and working experience with Medical Terminology
Compensation:
- Pay Range: $27.44 - $38.41/hr
- Other Compensation (if applicable): N/A
- Review the UMMS Benefits Guide
UM Capital Region Medical Center is an equal opportunity employer committed to diversity and inclusion in the workplace.
POSITION SUMMARY
Reporting to the Department Director, the Administrative Coordinator, coordinates and performs a wide variety of administrative, secretarial, timekeeping and program support activities on behalf of the ED and BEH service. The person chosen for this position will serve as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. The incumbent will coordinate the provision of office and staff support services, for example timekeeping to the departments and oversee and participate in the coordination and completion of special projects and events.
Principal Duties:
1. Provides confidential secretarial and administrative support to the Emergency and Behavioral Health departments. Responsibilities include managing schedules/calendars, screening and handling telephone communications, greeting and directing visitors, and coordinating administrative services and inquiries as appropriate.
2. Serves as a primary point of direct administrative contact and liaison with multidiscipline services, individuals, and internal/external stakeholders.
3. Prepares, maintains, and updates the Schedule for accuracy and acts as Timekeeper for the assigned area.
4. Monitors and coordinates accounting activities as appropriate, and prepares internal and external reports for management; participates in budget planning and management, as required.
5. Maintains administrative reports and interdepartmental files/records to ensure adherence with local, regional, and state Quality Management requirements and assigned area; reviews and updates, as directed.
6. Gathers enters, and/or updates data to maintain departmental databases, per COMAR as appropriate; performs chart/documentation audits as requested review.
7. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the office.
8. Draft correspondences, as necessary, to internal and external customers.
Customer Service:
1. Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.
2. Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open-ended questions, such as "How may I be of help to you?" using the customer's name as soon as it is learned.
3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.
4. Keeps customer's information confidential, including public places such as elevators or the cafeteria.
5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.
6. Demonstrates commitment to excellent service recovery when a customer's expectations have not been met.
Commitment to Co-Workers:
1. Offers assistance to colleagues and other departments when needed.
2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines. 3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.
4. Mindful and respectful of others' time and schedules. Attends meetings on time and communicates any absences.
5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department
Communication Etiquette:
1. Respectful, courteous and professional in all forms of communication and follows facility's service communication protocol in all interactions.
2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.
3. Does not text or use e-mail during meetings (except for exigent or emergency situations).
4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).
5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.
6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.
7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).
8. Always mindful of voice and language in public.
Self Management:
1. Reports to work appropriately groomed and in compliance with the Hospital's dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.
2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.
3. Completes mandatory, annual education and competency requirements.
4. Follows UM Capital safety, infection control and employee health standards.
5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.
6. Adhere to all UM Capital safety and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.
7. Reviews, signs, and adheres to UM Capital safety and/or departmental confidentiality statement.
POSITION REQUIREMENTS :
Licensure/Certification/Registration
Required : N/A
Education/Knowledge
Attained Level: Formal Education
Completed Course Work/Program: Associate's Degree in Business, Healthcare or related field
Applicable Experience
Experience (years): Required: 2 years Preferred: 3 - 5 years
Experience (describe required & preferred): Two years of administrative experience preferably in a healthcare setting (scheduling appointments, posting surgical schedules, coordinating home care visits, maintaining on-call surgical & trauma medical schedules, etc.)
Technical/Clinical Skills
Microsoft Office Suite Skill Level
Word: Basic
Excel: Basic
Basic knowledge and working experience with Medical Terminology
Compensation:
- Pay Range: $27.44 - $38.41/hr
- Other Compensation (if applicable): N/A
- Review the UMMS Benefits Guide
UM Capital Region Medical Center is an equal opportunity employer committed to diversity and inclusion in the workplace.
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