OFFICE COORDINATOR II

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For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education or other relevant factors.

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This vacancy will be posted on internal Career Website for 5 business days.

Associates are eligible to apply for a lateral transfer after completion of one (1) year of service in their present position, with the following exception: an Associate who has received a written warning is not eligible for a transfer/promotion prior to six (6) months from date of issuance; an Associate who has been suspended is not eligible for transfer/promotion prior to one (1) year from date of suspension. Part-time Associates who have completed their probationary period can move to full-time vacancies within their department provided such movement will not unreasonably reduce the operational efficiency of that department. Probationary period is three (3) months for full-time employees, and four (4) months for part-time employees who works more than 3/5 of the normal workweek. Probationary period will not apply to shift changes.

Overview

This position will provide administrative support to the clinic Medical Directors and pediatric faculty at the Comprehensive Family Care Center/Division of Academic General Pediatrics. Position is required to provide direct secretarial and routine administrative support to the Division Chief and faculty of the Academic General Pediatrics Division. Perform confidential administrative duties, including heavy calendar management, utilizing appropriate discretion and independent judgment. Shared responsibility for providing administrative/clerical coverage for Division Chief, Associate Division Chief for Clinical Affairs, Division Administrator/Manager, CFCC Administrative Director, Pediatric Medical Directors at division practice sites FCC, CFCC, Butler Center (Child Abuse Pediatrics), LINCS Complex Care program and Weiler newborn nursery as needed. Create and publish clinical and educational schedules for attending and resident physicians, mid-level practitioners and trainees in collaboration with Medical Director, practice team leader/manager, MMG template team. Prioritizes work assignments to ensure effective clerical workflow. Assists with the inventory of office supplies and equipment. Contact office equipment vendors concerning maintenance and repairs. Coordinate with CFCC administrative leadership as needed. Assist with division and departmental event planning.

Shared responsibility for providing administrative/clerical coverage for division practice sites at FCC, CFCC, Butler Center, LINCS Complex Care program, Weiler Newborn Nursery and Adoption Program as needed. May provide cross coverage of phone service for LINCS Complex Care program and triage and forward messages to practice team. Manage daily office activities of secretarial position including scheduling appointments, screening incoming calls, processing incoming communications via EPIC, mail, fax and phone, schedule meetings, maintain calendars, preparing presentations and reports. Project a professional company image through in person, telephone and email/written interactions. Performs related work as required. Prioritizes assignments and organizes functions to ensure effective office operations. Bilingual in Spanish/English preferred.

Job Requirements

• High School Diploma/GED or equivalent completion of business school course.

• 3 years secretarial experience

• Training in PC based automated word processing systems

• PC or mainframe-based management programs

• Requires knowledge of medical or equally complex terminology

• Ability to type 45 WPM

• Assist Division leaders/faculty with reports/heavy calendar management.

• 3 years of relevant experience & high functionality with systems such as Microsoft Office programs, EPIC, Zoom & MS Teams and other relevant platforms, including but not limited to, HCM/SAP, HiTouch, Infor, InforXM CSIValidation/TIBA, Egencia, as needed for the position.