Operations Coordinator-

2 weeks ago

Washington, United States Children's National Hospital Full time

**Description**

Provide analytical and project management expertise for assigned area(s). Perform various administrative, clerical and secretarial tasks within assigned CNHS department under little supervision. Responsible for the ongoing daily operational issues of assigned departments. Provide administrative support to the Director and/or Managers as assigned. Lead or participate in planning, directing and implementing projects. Assist in the development, monitoring and implementation of a cost-effective budget. Coordinate and monitor payroll, schedules and non-clinical systems.

**Qualifications**

**Minimum Education**
Bachelor's Degree (required) Or

**Minimum Work Experience**
3 years Related and progressive experience, preferably in healthcare field (required)

**Required Skills/Knowledge**
Excellent customer service skills required.
Strong analytical, organizational, interpersonal and customer service skills required.
Must have ability to prioritize, delegate and manage multiple responsibilities.
Proficient with Microsoft Word and Microsoft Excel skills.
Ability to create Power Point presentations.
Demonstrates advanced knowledge of office and clerical skills.
Access Database skills preferred.

**Functional Accountabilities**
**Communications and Office Administration**
- Coordinate and schedule office appointments, meetings and conferences with other CNMC departments and external customers; answer, respond, take and distribute messages of incoming phone calls; open and distribute mail and special delivery packages for Director and/or Managers; create productive relationships with key Staff in identified departments.
- Lead, facilitate and/or participate actively on assigned project teams; ensure complete and accurate minutes; facilitate follow-through for action items.
- Analyze operational projects (e.g., Hospital systems, benchmarking, research) through internal and external data sources and report effectively to management and team members.
- Update and maintain the integrity of manuals and communicate any changes to staff.
- Type and proof office correspondences, memorandums, letters and reports; draft responses to correspondences; copy, file, distribute and retrieve faxes, reports and other related documents.
- Explore new methods of improving operations; work with management team to gain acceptance and support implementation efforts; communicate operational issues and progress toward goals to other members of the management team.

**Operations and Systems Management**
- Complete travel arrangements and travel reimbursement requests.
- Develop and implement systems to audit non-salary expenses, including capital equipment and supplies; coordinate and maintain systems for an accurate and up-to-date unit census.
- Maintain filing system, office supplies and equipment; prepare requisition orders, assist with the preparation of department financial budgets and variance reports; maintain and replenish office supplies and equipment; prepare and type purchase orders; complete and distribute standard office forms.
- Manage relevant databases and promote security of information; develop and maintain systems to ensure confidentiality and integrity of staff records in compliance with hospital policies, procedures and standards.
- Contribute to the development of policies, procedures and systems that assure the effective functioning of the unit; assure that information for billing and reporting is accurate, consistent and complete; produce and maintain management data related to operational needs and projects.
- Prepare all data related to Performance Improvement (PI) for each unit; submit data to Hospital PI as requested; work with managers to create systems to efficiently produce data reports; prepare graphs and charts for Director as requested; assist with research initiatives as directed; gather relevant articles from Literature Searches as requested.

**Environment/Safety**
- Establish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required; maintain unit compliance with the fire and safety standards in collaboration with the Safety Committee.
- Survey unit structural appearance and institute repairs in concert with Managers.
- Ensure that staff has equipment needed to perform daily assignments.

**Project Coordination**
- Develop and participate in projects to enhance operations; assist, as needed, with coordination and completion of projects related to department operations.
- Participate in strategic planning and develop quality improvement programs to enhance efficiencies, reduce costs and consistently improve customer service.
- Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.

**Human Resources**
- Participate in the orientation of new employees and assist with training of existing staff in new systems and technology; assist in hiring of support staff.
- Maintai

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