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Senior Administrative Coordinator

2 months ago

Washington, United States MedStar Health Full time
Overview of the Role
As a Senior Administrative Coordinator, you will play a pivotal role in supporting the operational, personnel, and financial functions of the ambulatory practice department. This position entails providing high-level executive and administrative assistance to senior leadership, including an AVP and Physician, while managing a diverse range of administrative, technical, and operational responsibilities.

Key Responsibilities:
  • Facilitates the administrative processes associated with the Administrator's duties, which encompass planning, organizing, and assembling essential information and materials for routine operations and special initiatives. Offers administrative and secretarial support to colleagues as required.
  • Manages calendars and organizes appointments, including the arrangement of meetings and travel logistics. Collaborates with various departments to synchronize administrative schedules and ensures the appropriate personnel are informed and present. Screens incoming calls and addresses inquiries as necessary, while also providing front desk support when required.
  • Executes a variety of secretarial tasks, including drafting, typing, and proofreading correspondence, reports, and procedural documents. Distributes mail and correspondence for the department and maintains organized departmental records.
  • Acts as the department's liaison to a broad spectrum of Medical Center personnel and external contacts, facilitating the exchange of information and coordinating services. Establishes and nurtures professional relationships with key hospital staff and external stakeholders.
  • Prepares for and participates in staff and faculty meetings, taking responsibility for organizing materials, recording minutes, and maintaining meeting documentation.
  • Oversees the management of office supplies, forms, and equipment. Prioritizes and reviews supply purchases, initiates procurement requests, and ensures the upkeep of equipment. Processes Accounts Payable and reconciles financial discrepancies.
  • Handles personnel-related functions for designated areas, which may include interviewing, hiring, and evaluating staff, with the necessary approvals.
  • May assist with personnel documentation, including credentialing support and processing applications for privileges and appointments.
  • Organizes and leads special projects as assigned, such as the Department Annual Report and preparations for regulatory site visits.
  • May serve as a timekeeper for payroll systems, assisting with payroll processing and resolving any discrepancies.
  • Prepares financial documentation and assists in reconciling departmental financial reports, ensuring accuracy in financial data.
  • Maintains confidentiality and exemplifies high standards in guest and staff relations.
  • Engages in meetings and committees, representing the department in community outreach initiatives and participating in quality improvement teams.
Qualifications:
  • Associate's degree required; a Bachelor's degree is strongly preferred.
  • 3-4 years of progressively responsible experience in executive support.
  • Preferred experience in supervising administrative staff.
  • Strong oral and written communication skills, along with excellent organizational abilities.
  • Proficient in Microsoft Office and other relevant software.
  • Experience in surgical patient scheduling and operating room coordination is essential.