Office Coordinator

Your job is more than a job

The Office Coordinator is responsible for directing and coordinating office services, maintaining control of the reception, mail, large purchasing requests, and facilities. Coordinates the reception area through effective communication and assisting patients, families, visitors, volunteers and employees. Demonstrates effective administrative skills to perform all functions necessary to ensure the smooth functioning of the department. Maintains financial records, orders and stocks department supplies. Schedules and implements department visiting groups and special events. Oversees department volunteers and organizes playroom and teen room binders.

Day to Day

GENERAL DUTIES

Customer Service:

• Continuously displays a positive attitude that contributes to improving patient satisfaction results.
• Applies customer service skills consistent with LCMC's customer service programs.
• Treats all customers with dignity, respect, courtesy and compassion, recognizes customer needs and addresses customers' concerns or complaints. Greets patients/visitors. Answers telephone and takes messages.
• Interacts with patients, families, visitors, and fellow employees to ensure a professional and courteous environment.
• Displays behaviors which focus on the customer by doing what is appropriate the first time.

Financial Stability:

• Advises supervisor of current or anticipated problems.
• Effectively uses time and resources to accomplish their duties. Performs tasks with minimal supervision.
• Resolves conflicting matters and schedules with peers and other staff.
• Accepts assignments and completes in a timely fashion.
• Appropriately uses time and attendance system and adheres to related policies and procedures.

Patient Throughput:

• Keeps patients informed and gives periodic updates as appropriate.
• Within the scope of position, positively contributes to organizational goal of patient throughput.

Performance Improvement:

• Actively promotes and support LCMC's performance improvement initiatives (i.e., participates in ongoing education, cultural change initiatives, etc.)
• Verbal and written communications are clear, concise and accurate; uses positive non-verbal communication effectively.
• Demonstrates and actively promotes compliance with all state and federal regulatory and accrediting agencies (i.e., patient safety, infection control, HIPAA, etc.)
• Adheres to the Medical Center's policies and procedures, as well as the Code of Conduct and all laws and regulations. Performs duties in an ethical manner.
• Applies job knowledge to improve work processes. Appropriately documents in accordance with departmental and organizational policies.

Prepares all departmental correspondence:

• Types departmental memos, correspondence, and distributes accordingly.
• Establishes and maintains files of all Departmental correspondence.
• Completes monthly report forms.
• Picks up departmental mail and distributes to appropriate recipients.

Verifies that accurate employee arrival and departure times are reflected daily:

• Edits the time-entry system when necessary. Calculates on-call time on a daily basis.
• Calculates PDO's on a weekly basis. Prepares weekly payroll report for approval.

Ensures accurate charges are made to patients:

• Matches requisitions to daily statistics reports.
• Enters corrections into MIS system as needed.

Ensures that department has enough office supplies to operate without interruptions:

• Enters purchase information into the appropriate system.
• Checks inventory on weekly basis to ensure adequate supplies.
• Receives and distributes supplies accordingly.

Must Haves

MINIMUM QUALIFICATIONS

• Required: High School Diploma/GED or equivalent AND 2 years of related experience in administrative support duties.
• Required: 4 years of work experience in lieu of education.

KNOWLEDGE, SKILLS, AND ABILITIES

• Computer skills required, must be proficient with MS Office applications.
• Good community relations skills for both verbal and written communication.
• Good organization and productivity skills are essential.

REPORTING RELATIONSHIPS

• Does this position formally supervise employees? No

FUNCTIONAL DEMANDS

• Light: Light physical requirements- Light Work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.

PHYSICAL DEMANDS

• Sitting - Continuous % of day)
• Standing - Occasional (0-35% of day)
• Walking - Occasional (0-35% of day)
• Climbing (e.g., stairs or ladders) - Occasional (0-35% of day)
• Lifting Floor to waist level: 0-10lbs - Occasional (0-35% of day)
• Lifting Floor to waist level: 10-20lbs - Occasional (0-35% of day)
• Lifting Floor to waist level: 20-50lbs - Occasional (0-35% of day)
• Lifting Floor to waist level: 50-100lbs - Occasional (0-35% of day)
• Lifting Floor to waist level: 100+lbs - Occasional (0-35% of day)
• Lifting Waist level and above: 0-10lbs - Occasional (0-35% of day)
• Lifting Waist level and above: 10-20lbs - Occasional (0-35% of day)
• Lifting Waist level and above: 20-50lbs - Occasional (0-35% of day)
• Lifting Waist level and above: 50-100lbs - Occasional (0-35% of day)
• Lifting Waist level and above: 100+lbs - Occasional (0-35% of day)
• Carrying objects - Frequent (36-66% of day)
• Push/pull - Frequent (36-66% of day)
• Twisting - Frequent (36-66% of day)
• Bending - Frequent (36-66% of day)
• Reaching forward - Frequent (36-66% of day)
• Reaching overhead - Frequent (36-66% of day)
• Squat/kneel/crawl - Occasional (0-35% of day)
• Wrist position deviation - Continuous % of day)
• Pinching/fine motor activities - Occasional (0-35% of day)
• Keyboard use/repetitive motion - Continuous % of day)
• Taste or smell - Occasional (0-35% of day)
• Talk or hear - Continuous % of day)

WORK SHIFT:

Days (United States of America)

LCMC Health is a community.

Our people make health happen. While our NOLA roots run deep, our branches are the vessels that carry our mission of bringing the best possible care to every person and parish in Louisiana and beyond and put a little more heart and soul into healthcare along the way. Celebrating authenticity, originality, equity, inclusion and a little "come on in" attitude is the foundation of LCMC Health's culture of everyday extraordinary

About West Jefferson Medical Center

West Jefferson Medical Center, a cornerstone of LCMC Health's incredible community of care, is regionally recognized and nationally accredited. For over 60 years, we've been the hospital-of-choice on the west