Office Coordinator III

Facility:

Dayton Children's - Main Campus

Department:

Emergency Services Admin

Schedule:

Full time

Hours:

40

Job Details:

Job Profile Summary

Coordinates for assigned providers within the division. This position works under limited supervision with the ability to set priorities and maintains confidentiality. Works collaboratively with the Administrative Manager and peers. Covers for other office coordinators in their absences. This position requires excellent organization, problem solving and interpersonal skills. Works collaboratively with the prior auth team and is responsible for emergent prior auths for procedures. Coordinates/reviews office activities and the provider's schedules. Reports to Administrative Manager.

Department Specific Job Details:

This position provides administrative assistance for Emergency Services. Supports leadership for all Emergency Departments, Urgent Cares, Kids Express and Trauma program. Responsible for the coordination of meetings, resident orientation, meeting minutes and other tasks that support the leadership team. Must be organized and able to prioritize tasks that are assigned to them. Oversees daily office functions. Works under limited supervision and according to established policies and procedures. Works as a nucleus for the Emergency Department Administrative Office and Trauma Services. Gives direct support to the Medical and Administrative Director, Administrative Manager, CIS Team, Clinical Nurse Specialist, and other members of the ED and Trauma leadership team. Is responsible for the coordination of all ED leadership meetings. Communicates and collaborate with other departments to ensure efficient operations for the department. Coordinates all activities for the incoming ED Residents. This position requires the ability to manage several projects and job responsibilities at the same time, independent decision-making abilities and strong interpersonal skills. REQUIRED: High School Diploma or equivalent. 5 yrs previous experience. Excellent communication/conflict management skills, customer service skills, Word and Excell knowledge. PREFERRED: Associates degree. Management related classes

1.Clerical

Displays appropriate etiquette when greeting guests and answering phones

Displays knowledge of office equipment

Word processing/typing is accurate and displays the ability to create forms/graphs and flow charts

Displays knowledge of the physician scheduling system

Sorts and distributes mail appropriately

Maintains an appropriate filing system

Effectively organizes meetings

Assists with the coordination of educational programs as needed.

2.Department Coordination Activities

Assures office supply inventory is sufficient to support the need of the individuals within the office and the Trauma and Emergency Department as necessary.

Displays excellent etiquette when greeting guests and answering telephones

Word processing is accurate and displays ability to create forms and grafts.

Sorts and distributes mail appropriately.

Maintains appropriate filing systems.

Effectively organizes meetings and travel. Transcribes interoffice memos and letters to families, physicians, and attorneys in an accurate timely manner.

3.Computer Software Knowledge and Responsibility

Able to use all Microsoft platform software (Word, PowerPoint, Excel)

Utilized Microsoft Teams for meetings and storage of documents as needed

4. Collaboration/Collegiality

Manages the ED Medical Chief's calendar. Assists with calendar management for other Emergency Services Chief's as needed

Contributes to an environment that is conducive to learning

Serve as a mentor and role model to fellow staff members.

Communicates and expresses clearly through written and verbal means.

Functions independently and arrives at appropriate solutions as a result of sound decision making.

Takes initiative to follow through on tasks.

Makes adequate advance arrangements for requested time off to assure office coverage.

Functions as a change agent.

Promotes organizational teamwork.

Participates in ongoing communication with members of the team.

Facilitates effective problem solving.

demonstrates flexibility by adapting to new, different, or changing environments.

5.Committee/Group Coordination

Works independently to coordinate group activities for Emergency Services

ED QI and Process Meeting: Schedule meetings and notify members of dates and times

Prepares and distributes agenda and informational packets to review prior to meeting

Attends meetings and records meeting minutes

Arrange meetings as requested by the members of Emergency and Trauma Department

Assists with Trauma PI and Trauma Planning meetings, scheduling, agenda, meeting minutes

Assists with UCKE Business and Quality Meeting, scheduling, agenda, meeting minutes

Assists with other committee work as requested

Education Requirements:

High School

Certification/License Requirements: