Operations Coordinator- Ophthalmology

Provide analytical and project management expertise for assigned area(s). Perform various administrative, clerical and secretarial tasks within assigned CNHS department under little supervision. Responsible for the ongoing daily operational issues of assigned departments. Provide administrative support to the Director and/or Managers as assigned. Lead or participate in planning, directing and implementing projects. Assist in the development, monitoring and implementation of a cost-effective budget. Coordinate and monitor payroll, schedules and non-clinical systems.

Minimum Education
Bachelor's Degree (Required) Or Relevant experience beyond the minimum required work experience may substitute for the educational requirement on a 1-to-1 ratio ( i.e. one year of relevant work experience equals one year of required education)

Minimum Work Experience
3 years Related and progressive experience, preferably in healthcare field (Required)

Required Skills/Knowledge
Excellent customer service skills required.
Strong analytical, organizational, interpersonal and customer service skills required.
Must have ability to prioritize, delegate and manage multiple responsibilities.
Proficient with Microsoft Word and Microsoft Excel skills.
Ability to create Power Point presentations.
Demonstrates advanced knowledge of office and clerical skills.
Access Database skills preferred.

Functional Accountabilities
Communications and Office Administration

• Coordinate and schedule office appointments, meetings and conferences with other CNMC departments and external customers; answer, respond, take and distribute messages of incoming phone calls; open and distribute mail and special delivery packages for Director and/or Managers; create productive relationships with key Staff in identified departments.

• Lead, facilitate and/or participate actively on assigned project teams; ensure complete and accurate minutes; facilitate follow-through for action items.

• Analyze operational projects (e.g., Hospital systems, benchmarking, research) through internal and external data sources and report effectively to management and team members.

• Update and maintain the integrity of manuals and communicate any changes to staff.

• Type and proof office correspondences, memorandums, letters and reports; draft responses to correspondences; copy , file, distribute and retrieve faxes, reports and other related documents.

• Explore new methods of improving operations; work with management team to gain acceptance and support implementation efforts; communicate operational issues and progress toward goals to other members of the management team.

Operations and Systems Management

• Complete travel arrangements and travel reimbursement requests.

• Develop and implement systems to audit non-salary expenses, including capital equipment and supplies; coordinate and maintain systems for an accurate and up-to-date unit census.

• Maintain filing system, office supplies and equipment; prepare requisition orders, assist with the preparation of department financial budgets and variance reports; maintain and replenish office supplies and equipment; prepare and type purchase orders; complete and distribute standard office forms.

• Manage relevant databases and promote security of information; develop and maintain systems to ensure confidentiality and integrity of staff records in compliance with hospital policies, procedures and standards.

• Contribute to the development of policies, procedures and systems that assure the effective functioning of the unit; assure that information for billing and reporting is accurate, consistent and complete; produce and maintain management data related to operational needs and projects.

• Prepare all data related to Performance Improvement (PI) for each unit; submit data to Hospital PI as requested; work with managers to create systems to efficiently produce data reports; prepare graphs and charts for Director as requested; assist with research initiatives as directed; gather relevant articles from Literature Searches as requested.

Environment/Safety

• Establish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required; maintain unit compliance with the fire and safety standards in collaboration with the Safety Committee.

• Survey unit structural appearance and institute repairs in concert with Managers.

• Ensure that staff has equipment needed to perform daily assignments

Project Coordination

• Develop and participate in projects to enhance operations; assist, as needed, with coordination and completion of projects related to department operations.

• Participate in strategic planning and develop quality improvement programs to enhance efficiencies, reduce costs and consistently improve customer service.

• Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.

Human Resources

• Participate in the orientation of new employees and assist with training of existing staff in new systems and technology; assist in hiring of support staff.

• Maintain and process employee time cards and attendance records; submit staff payroll according to existing payroll practices and procedures.

• Identify learning needs and develop a plan to enhance professional development and/or organizational goals; adhere to Department of Nursing requirements for required training; provide input for staffs' performance appraisals.

• Coordinate staffing schedules within unit specific guidelines.

• Coordinate administrative, clerical and ancillary activities on unit.

Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance