Admin Coordinator (General Medicine & Primary Care) - 40 hours, Days

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Exemption Status : Non-Exempt

Hiring Range : $20.86 - $37.54

Please note that the final offer may vary within this range based on a candidate's experience, skills, qualifications, and internal equity considerations .

Schedule Details :

Monday through Friday

Scheduled Hours : 730a-4p

Shift :

1 - Day Shift, 8 Hours (United States of America)

Hours : 40

Cost Center :

34000 - 2845 Gen Med and Prim Care

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

The Administrative Coordinator is responsible for coordination of day-to-day work activities of assigned administrative staff, oversight of department scheduling, and related administrative processes to ensure the efficient staffing and patient flow within the department. Has knowledge of all functions performed by the assigned team and distributes and monitors the flow of work to assigned staff. Assesses flow and implements adjustments to maximize efficiency within the department. Acts as a resource for the team.

Performs duties requiring advanced level secretarial and administrative support skills to assist assigned management and other employees as necessary.

I. Major Responsibilities :

1. Provides effective direction and guidance to the administrative staff to ensure efficient operations in accordance with established policies, practices, and procedures. Provides recommendations to management for the most efficient utilization of assigned staff. As necessary, processes standard and non-standard business office administrative paperwork.

2. Conducts team meetings to review workload and assignments and works with staff to resolve issues and foster process improvements.

3. Coordinates staff and patient flow including, but not limited to, greeting patients, handling of incoming calls, patient registration, scheduling patients, collecting co-payments, billing, insurance verification, and referrals, through the department to ensure maximum efficiency. As necessary, works with clinical staff to ensure proper documentation and appropriate exams for patients.

4. May maintain clinical, surgical and / or administrative calendar for assigned management and other employees as necessary. Assists with adhering to schedule, coordinating multiple priorities and rescheduling when conflicts arise. Arranges a wide variety of inside and outside meetings, special events and activities for assigned management. Prioritizes events.

5. May produce correspondence, memos and reports from dictation, drafts, models, etc. Edits material for grammar, spelling and format and high quality presentation and style. May prepare high quality presentation graphics (using Power-Point or similar applications software). May assist in administrative process for building new referring physician relationships and practice growth.

6. Maintains scheduling database by updating provider and staff schedules to ensure adequate provider and staffing coverage. Works with management to coordinate staff time off and vacation schedules.

7. Reviews all work performed by assigned staff to ensure completeness and quality and resolves or reports any issues to management. Relays work instruction from management as needed.

8. Assists management in ensuring assigned staff are provided with appropriate resources, materials, and methods.

9. Provides information and recommendations regarding employee performance and issues to management. Resolves issues within scope of job responsibilities. May be responsible for interviewing candidates.

10. Maintains knowledge of procedural, operational, policy, and system changes and effectively communicates changes to the staff.

11. Reports on a variety of administrative or operational problems. Recommends corrective action to management.

12. Provides training and technical assistance to new and current staff.

13. Participates in creating and maintaining policies, procedures, and / or manuals for the department. Makes recommendations to management.

14. Maintains inventory and orders supplies. Monitors expenditures for compliance with approved budgets. As necessary, coordinates efforts for the regular maintenance of facilities and equipment.

15. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.

16. Maintains printers, computers, and other office related equipment to ensure equipment is in good working order. Reports equipment problems.

17. Performs charge entry processes and validates accuracy. Investigates issues related to charges and works with the finance / revenue team to address and resolve issues.

18. May serve as coordinator of divisional residency, fellowship, clerkship, and / or graduate or undergraduate education programs.

19. May build and maintain project databases and run reports as necessary.

20. May perform the duties of a certified medical assistant if qualifications are met. Medical assistant certification must be maintained.

Standard Staffing Level Responsibilities :

1. Complies with established departmental policies, procedures and objectives.

2. Attends variety of meetings, conferences, seminars as required or directed.

3. Demonstrates use of Quality Improvement in daily operations.

4. Complies with all health and safety regulations and requirements.

5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.

6. Maintains, regular, reliable, and predictable attendance.

7. Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications :

License / Certification / Education :

Required :

1. Associate's degree.

Experience / Skills :

Required :

1. Minimum five (5) years of medical secretary / administrative support experience.

2. Demonstrated leadership experience.

3. Ability to work independently with minimal supervision, while managing multiple priorities.

4. Advanced computer skills, including Microsoft Office applications.

5. Excellent oral, written and interpersonal skills.

6. Proven organizational and customer services skills.

7. Strong attention to details.

8. Knowledge of medical terminology / procedures.

Preferred :

1. Previous lead / supervisory experience.

2. Project management skills.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We're striving to make respect a part of everything we do at UMass Memorial Health - for our patients, our community and each other. Our six Standards of Respect are : Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.