Administrative Coordinator (1.0 FTE, Days)
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Administrative Support
1.0 FTE, 10 Hour Day Shift
At Stanford Children’s Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.
Job Summary
This paragraph summarizes the general nature, level and purpose of the job.
The Administrative Coordinator is responsible for operational issues related to unit administration including, but not limited to, overseeing and coordinating the day-to-day operations and resources of the support staff. Serves as a resource for staff, faculty, management, and outside agencies/institutions and customers. Provides administrative coordination to the program including, but not limited to, scheduling, maintaining calendars, coordinating conferences, catering and managing traveling arrangements. Resolves frequent routine problems and conflicts that arise as appropriate or escalates to management. Collaborates with others, exercises organizational skills, in coordinating events/departmental activities. Plans and carries out assignments that are complex in nature with minimum supervision.
Essential Functions
The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.
Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.
Must perform all duties and responsibilities in accordance with the Service Standards of the Hospital(s).
• Provides administrative coordination to the program such as coordinating work meetings and conferences for staff/management.
• Organize work and assign duties to administrative staff to maximize departmental effectiveness and efficiencies.
• May oversee front desk staff/office assistants, work assignments, schedules, and staffing.
• Collaborates in defining job roles/performance expectations for administrative staff.
• Coordinates and organizes special events and meetings (staff and/or patient focused) including planning, facilitation, and implementation.
• Prepares agenda for meetings; manages department database updates and creates monthly reports specific to departmental/unit operations and activities
• Collaborates with manager to optimize efficient workflows for front office systems.
• May assist in budget reconciliation for routine administrative expenses.
• Screens and prioritizes calls and appointments. Relays information to appropriate individuals in a timely manner. Routes inquire to other levels of the organization as appropriate.
• Maintains filling system, data base, office supplies, and records for the office.
• Creates and maintains complex spreadsheets, databases, reports, queries, charts, etc. based on department projects or activities/objectives.
• Processes supply and equipment transactions including purchase orders and requisitions. Reviews invoices to ensure that items are correct in description, quantity, unit price, and total price.
Minimum Qualifications
Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
Education: High school degree or GED equivalent.
Experience: 5 years of experience in a related work area.
License/Certification: None
Knowledge, Skills, and Abilities
These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification
• Knowledge of computer skills; MS Office (Word, Excel, Access, PowerPoint, and Outlook).
• Knowledge of word processing, spreadsheet, email, and database software programs
• Knowledge of office procedures, equipment, and filing systems.
• Knowledge of hospital record keeping systems.
• Ability to speak, read, write, and understand effectively at a level appropriate for the job.
• Ability to assign and schedule work
• Ability to coordinate complex events
• Ability to function effectively as a team player.
• Ability to multi-task and change priorities regularly.
• Ability to communicate effectively, both orally and in writing.
• Ability to quickly learn department policies, procedures, goals, and services.
• Ability to field phone calls and answer questions.
• Ability to communicate effectively to achieve and maintain positive working relationships with coworkers.
• Ability to learn and interpret hospital policies.
• Skills: Organizational and general office skills.
• Skills: Customer service.
Physical Requirements and Working Conditions
The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.
Equal Opportunity Employer
