Administrative Coordinator, Clinic and Ops

JOB SUMMARY:

Staff person will provide direct support to the Medical, Clinical and Operations Directors. Staff person will serve as the central communication and administrative contact for all identified leadership. Assisting with scheduling of meetings and managing calendars This staff person will travel to all sites to assist with larger scale tasks and projects occurring at the site level. Maintaining records, organizing meetings both internal and external, assisting with maintaining supply budget as directed

MAJOR DUTIES AND RESPONSIBILITIES:

Planning and Organizing

* Assists with scheduling between CBHC internal and external partners.

* Maintains calendars, coordinates, and blocks schedules, and facilitates agenda/meeting planning for medical directors, operation directors and nursing directors.

* Maintains calendars for external community connections and stakeholders.

Analytical and Critical Thinking

* Manages PTO request from staff according to set guidelines of allowable outages per site/per day and submitting same to dedicated director for approval. Forward denial request when outage request met maximum allowable number set by scheduling guidelines.

* Assist with STAT provider assignment schedule as determined by individual medical director

* Maintains on-call schedule for medical directors after approval of same.

Checking, Examining and Recording

* Produces accurate and timely agendas and minutes which reflect key issues of assigned meetings for all directors.

* Monitors Supplies and Supply Ordering (including business cards, stationery, and IT requirements) for all directors.

COMMUNICATION:

* Produces departmental correspondence, including emails, announcements, newsletters,

* Provide necessary follow up and follow through.

* Correspondence is professional, accurate and provided in a timely manner.

* Checks voicemail and emails on a regular basis and follows up accordingly.

* Exercises autonomy in performing duties as assigned

* Acts asthe administrative point person for all branches of the department, ensures and enhances timely communication.

* Responds to internal and external outreach and questions for the department.

* Coordinates with Facilities for Department Needs (shredding, recycling, supplies, etc.)

* Coordinates HR needs of Department (i.e., Requisitions, Status Change Forms, Interview Scheduling)

* Serves as Liaison to Payroll/finance department CEU Expenses after approval by director.

INTEGRITY:

* Handles confidential and non-routine information regularly

PLANNING AND ORGANIZING:

* Coordinates, schedules, and collects agenda items for assigned meetings.

* Assists with meeting set up, when applicable.

SKILLS AND ABILITIES:

* Is helpful and solution focused when working with staff

* Ability to work independently and as part of a team

* Microsoft applications - Excel, Word, Outlook, PowerPoint, One Note

* Ability to work effectively with diverse populations

* Strong organizational, planning, and time management skills

* Proactive problem-solving style, open to and incorporates feedback, demonstrates an eagerness to learn

* Excellent communication (expressive, receptive, written and oral)

EDUCATION AND/OR EXPERIENCE:

* Required: High school diploma or equivalent

* Preferred: College education

* 2-3 years administrative support or service required, preferably within a healthcare setting

WORKING CONDITIONS/PHYSICAL DEMANDS:

Work is typically performed in an office environment.

Travel to multiple sites -Randallstown, Glen Burnie, Columbia, Mt Vernon