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Office Coordinator

4 months ago

Dubuque, United States Universal Pediatrics, Inc. Full time
Job DescriptionJob Description

Integrity | Compassion | Adaptability | Responsibility | Excellence


Who is Universal Pediatrics?

Universal Pediatrics is Iowa and South Dakota’s largest provider of in-home health care services focusing on the pediatric and young adult population. We have over 30 successful years in business and have proven to be the premier choice for pediatric home health care.


What We Are Looking For?

We are looking for a detail-oriented, passionate, and energetic Office Coordinator to join our Dubuque team To be successful in this role the right candidate will have strong teamwork and communication skills and the motivation to support our current nurses, new nurses and all of our clients. Being highly organized, confidential, and detail-oriented is critical in this position.

JOB SUMMARY:

Must be self-directed with a high level of accountability and minimal supervision. This position carries out responsibilities in the following areas: management of all office items, office supplies, home nursing supplies, data management, new hire onboarding and orientation, monthly renewables and reports, and verbal and written communications.

ESSENTIAL FUNCTIONS:

• Manage overall office support activities including maintenance of supplies/equipment.
• Main point of contact for all facility needs including security, cleaning, repairs etc. Partner with Corporate Office Manager, as needed.
• Assist the Clinical Manager(s) and Administrator in maintaining communication between members of the interdisciplinary team and the local office and the corporate office.
• Answer the office telephones in a professional, efficient manner and communicates complete and accurate messages to Clinical Manager(s), Administrator, and other team members.
• Create, file, and distribute various office correspondence related to client care, employee activities, and overall agency business.
• Manage field staff new hire onboarding through company database.
• Manage field staff new hire orientation in relation to human resources polices and procedures.
• Maintain all personnel files, ongoing, to ensure their completion according to company policies and State and Federal guidelines.
• File documentation received in personnel records in a timely fashion to ensure compliance with state and federal guidelines.
• Run reports for field staff employee’s credentials and communicate any needed items. Maintain company database to ensure employee’s credentials are current.
• Verify continued eligibility for the upcoming month for each client having Medicaid as a payer source. Partner with the Administrator and/or Billing Manager, as needed.
• Ensure that stocks of supplies needed in the office are ordered and distributed according to policy. Fill requests for supplies for client homes.
• Schedule and maintain company vehicle maintenance as directed by Administrator. Communicate any concerns to the Corporate Office Manager, as needed.
• Maintain and record all iPad inventory for the office. Partner with Director of Informatics, as needed.
• Create and maintain Client Portal data for enrollments and activities.
• Create monthly offices newsletter.

GENERAL FUNCTIONS:
• Participate in twenty-four hour on-call rotation for scheduling emergencies with clients and staff, documenting all calls received. Refers all clinical emergencies to the on-call RN.
• Maintain open communication with office team regarding any concerns or issues pertaining to clients or field staff.
• Participate in QAPI activities as directed by the Administrator.
• Participate in various company Committees as directed by the Administrator and employee interest.
• Perform other duties, projects, and tasks as assigned.

EDUCATION AND EXPERIENCE:
• One or two years related experience in clerical, office experience and/or related field preferred.
• High School diploma or equivalent required.

KNOWLEDGE, SKILLS, AND ABILITIES:
• Excellent communication skills, including the ability to interact with professionalism and diplomacy in both written and verbal communication, conduct/participate in meetings, and demonstrate group presentation skills, as needed.
• Ability to apply creative problem-solving to address office needs.
• Role models exemplary customer service skills and creates a welcoming environment for all team members.
• Role models Universal Pediatrics’ values.
• Champion Universal Pediatrics to promote workplace culture, community involvement, and other benefits of being a part of Universal Pediatrics.
• Ability to use technology that is necessary to perform job responsibilities and use available technology efficiently and effectively (i.e., voice mail, Microsoft Office Suite applications, computer, electronic databases, custom software, etc.).
• Effectively interact and work collaboratively with both external and internal customers and represent Universal Pediatrics in a positive manner and as an employer of choice.
• Must be capable of independent operation of various office equipment including computer, facsimile machine, telephone, copier, etc.
• Ability to occasionally lift, carry, push, pull up to approximately 25-pounds.


LICENSURE AND CERTIFICATIONS:
• CPR certification required but may be obtained within 30-days of hire.
• Valid driver’s license, with a good driving history.
• Proof of auto liability insurance coverage.

WORK ENVIRONMENT:
• Personal office setting.
• Multiple monitors.
• Frequent phone usage.
• May experience frequent interruptions.
• Adequate lighting for workspace, clean environment, and moderate noise levels.
• Travel details:
o Company car provided for travel.
o Travel arrangements booked through the Corporate Office Manager.
o Per diem rate for food and beverage for overnight or extended day travel.

JUDGEMENT AND INITIATIVE:
• Must work well as a team player, as well as work independently. Must demonstrate a high degree of judgment in the application of agency policies. The position requires a high degree of confidentiality.



Full-time
Monday - Friday
8:00am - 4:30pm