Enable America Jobs

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: M-F
• Building:
• Salary Range: $62,400-$65,000

Position Summary

Reporting to the Director of Patient Facilitated Services the incumbent will provide comprehensive administrative support to the Patient Facilitated Services (PFS) team which includes the Assistant Vice President (AVP), Director and Assistant Director. Core administrative responsibilities include answering phone calls, scheduling and coordinating meetings, meeting with and escorting patients to their onsite appointments, and managing the overall needs of the PFS office and including supplies for in office and remote work. The Operations Coordinator will serve as the primary liaison between internal and external constituents looking to connect with the PFS team. The ideal candidate will be highly organized, detail-oriented, and possess strong communication skills.

Responsibilities

* Provides direct administrative support for the AVP, Director and Assistant Director of PFS including answering the phones, taking messages, managing calendars, and coordinating meetings. - 30 %
* Serves as the primary point of contact for all scheduled and/or unannounced PFS visitors, patients, and phone calls. Responding to inquiries and/or redirects, as necessary. Utilizes discernment and an understanding of the office's key functions to ensure messages are delivered to the appropriate PFS team leader(s) in a timely and efficient manner. - 30%
* Receives, tracks, and distributes incoming and outgoing mail; sorts and triages as needed. Ensures all PFS office supply inventory needs are met for both on site and remote work. - 15%
* Works as the key liaison with the VPS OOD Operations team for Facilities Management and IT ticket submission requests for PFS office repairs and improvements, contributing to the overall upkeep and maintenance of the office, furnishings, telephone, and equipment (telephones, fax machine, copier). -10%
* Assists in the preparation of PFS presentations, report updates. - 10%
* Performs other related duties and responsibilities as assigned/requested. - 5%

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus two years of related experience at an academic medical center or other healthcare related workplace.

Preferred Qualifications

* Demonstrated experience providing executive-level administrative support.
* Proficiency in scheduling software and video conferencing platforms (i.e. Zoom and Teams).
* Excellent communication and interpersonal skills.
* Strong organizational and multitasking abilities.
* Ability to maintain confidentiality and professionalism when handling sensitive information.
* Working knowledge of Microsoft Office Programs: Outlook, Word, PowerPoint, and Excel.
* Previous experience with EPIC (EMR) is preferable but not required.
* Previous experience in healthcare administration.
* Performs other job-related duties & responsibilities as assigned/requested.

Other Requirements

• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Highly organized and professional, with demonstration of strong oral and written communication skills.
• Excellent interpersonal and customer service skills with a poised, mature, and professional nature.
• Detail oriented, with the ability to manage and prioritize a variety of projects simultaneously.
• Resourceful, proactive, thorough, with the ability to work independently and as a member of the team.
• Candidate must be able to lift supply boxes and packages and unpack and sort items in an organized manner.
• Advanced skills in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.