Job Summary: The Administrative Coordinator provides comprehensive administrative, operational, and compliance support to ensure the efficient functioning of the health center. Responsibilities include office logistics coordination, meeting management, onboarding assistance, inventory control, audit support, and marketing communications. Supports patient correspondence, and organizational projects while maintaining high standards of professionalism, organization, and adaptability. Works independently and collaboratively to meet deadlines, enhance workflow efficiency, and contribute to a positive, team-focused environment.
Duties and Responsibilities:
· Provides administrative and operational support, assisting with mail handling, filing, scanning, fax distribution, and secure record destruction
· Assists with office logistics, including boardroom scheduling and setup, IT room organization, phone tree maintenance, employee directory updates, and PTO tracking
· Coordinates meetings by preparing agendas, organizing materials, scheduling, taking and completing meeting minutes, and uploading necessary board and CPI documentation as needed
· Assists with onboarding processes for new employees and students, including required documentation and orientation support
· Assists with inventory control, reconciliation, and seasonal supply cleanups
· Assists with completion of audits, including 340B, POCT, contract, Cardinal, and compliance audits
· Assists with NDC management
· Completes statement and bank deposit reconciliation including weekly deposits and end of the month deposits
· Supports regulatory and compliance initiatives, including FTCA, NCQA, UDS, HRSA site visits, value-based projects, security risk assessments, and others
· Submits, tracks, and follows up on IT tickets and assist with EMR and IT system cleanup, including LUMA, Azara, and NextGen
· Designs, coordinates, and updates promotional materials, signage, in-office displays, website content, and social media communications
· Assists with tracking patient no-shows and manages related communications, including drafting and sending patient correspondence.
· Assists with employee engagement activities, potlucks, special projects, and organizational events
· Demonstrates a strong willingness to learn and participate in training to enhance skills and contribute effectively.
· Proficient in Microsoft Word, Excel, Adobe, PowerPoint, and related applications; comfortable learning new technology
· Works independently to meet deadlines with strong time-management skills
· Strong organizational, communication, and multitasking skills
· Creative, detail-oriented, team-focused, and adaptable with a positive attitude
· Flexible and willing to provide coverage across different areas of the Center as needed to support operations
· Performs laminating and labeling of documents
· Maintains professional legal/ethical behavior
· Recognizes and reacts appropriately to an urgent or emergent situation
· Keeps workstation organized and strives to keep all patient protected health information confidential in work area
Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for the job. Duties, responsibilities and activities may change at any time with or without notice.
Knowledge, Skills and Abilities: Required:
Candidate must:
• Must be able to operate business office machines (copier, scanner and fax).
• Proficient with Microsoft Office product suite.
• Must be able to learn, navigate and accurately document in computer software systems such as electronic health record systems and web-based health information exchanges.
• Must have basic knowledge of medical terminology and insurance rules.
• Must be able to electronically file records accurately.
• Must have the ability to communicate in a positive manner with patients and colleagues.
• Must have the ability to maintain the confidentiality of records, documents or discussions related to a person’s protected health information.
• Must be a high school graduate or equivalent.
• Experience in a health care or medical office setting
• Knowledge of social media platforms
• Punctual and consistent attendance
• Valid driver’s license required
Position Specific Expectations:
• Must be self-directed to handle a changing workload
• Critical thinking skills are necessary with an ability to anticipate the needs of those supported
• Must be organized with strong attention to detail and accuracy
• Must be able meet strict deadlines
Job Type: Full-time
Pay: From $20.00 per hour
Expected hours: 40 per week
Benefits:
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance
