Administrative Services Coordinator

Job Description

Administrative Services Coordinator

This is a 26 weeks contract assignment.

Shift / Schedule : On-site, M-F ( 8am – 5pm MST )

Location : Aurora, CO

Job Description :

• Arranges and schedules meetings, including conference calls and seminars, for internal team members.
• Arranges and schedules interviews and makes travel arrangements for providers.
• Provides communication support, including creating and reviewing power point presentations as directed, taking notes / meeting minutes, creating flyers as prescribed, and creating correspondence.
• Provides patient scheduling, i.e. clinic and / or surgery scheduling (50% or less of total time).Provides a high level of customer service support and assistance to patients, families, physicians and other internal / external customers.
• Supports a variety of departmental projects, as needed.
• Supports office management functions such as, setting up and maintaining files, receiving, and referring inbound calls and ordering supplies.
• Receives inbound and / or places outbound patient calls to schedule appointments and to route calls as appropriate.
• Performs reception duties utilizing various systems including telephone, fax machine, mail services, email and copy services.
• Performs data entry and tracking functions.
• Supports patient safety by adhering to all infection control policies and safety guidelines.
• Utilizes and remains up to date with department office operations and established policies and procedures.
• Clinic Folder Preparation
• Print and fold therapy brochures and other clinic-related documents
• Maintain inventory of clinic folders and materials
• Clinic Handouts
• Maintain and update Transition Packets (English & Spanish)
• Maintain and update Down Syndrome Guidelines by Age (English & Spanish)
• Provide other handouts upon team request
• Coordinate newsletter content and layout with Marketing
• Assist in PowerPoint and visual materials creation
• Performs complex calendar management support for multiple professionals.
• Provides operational, financial, and physician support.
• Patient Records Management
• Request medical records from outside providers
• Maintain and update the Phone Book spreadsheet (adding new numbers)Confirm access to one fax line and Epic (coordinate with Julie)Scheduling Support
• Create and distribute scheduling cards (if applicable)
• Patient Communication
• Call families to complete intake questionnaires and gather pre-visit information
• Team Administrative Support Tasks
• Meeting Support
• Disseminate agendas before meetings
• Take meeting minutes and distribute after
• Track and follow up on action items
• Calendar & Scheduling CoordinationManage staff and team calendars
• Coordinate internal and external meetings
• If Epic access is granted, assist in updating calendar templates
• Microsoft Teams Organization
• Maintain digital team structure
• Create project-specific channels
• Manage task timelines and deliverables
• Resident & Trainee Support
• Print and assemble Resident Packets
• Maintain clinic inventory of educational materials
• Create educational packets for residents and trainees
• Communication Support

Qualification :