JOB SUMMARY
The Administrative Coordinator includes all aspects of administration and absorbing administrative tasks by taking a proactive approach in partnering with and providing administrative support to executive leaders, specifically the CFO and VP of Physician Practices, and their respective departments. Maintains accurate calendar of meetings, exercising independent judgment in accepting/declining commitments and prioritizing requests, as well as coordinating logistics for meeting including room setup and catering when appropriate. Coordinates between several departments within the hospital or with other organizations to schedule meetings and/or travel times that are convenient and accurate for all concerned parties, properly notifying participants of place and time, making travel arrangements. Proficient in the Microsoft Office suite to assist in preparation/editing of letters, reports, documents, spreadsheets, presentations, and data entry. Research as requested and compiles/summarizes information for reports or presentations. Works closely with all administrative staff and supports other colleagues as needed. Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations. Ensures deadlines are met and adapts to changing priorities. Presents a positive and professional image for the organization.
JOB REQUIREMENTS
Required:
- High School degree
- Strong verbal and written communication skills, good organizational skills, efficient in computer operations including Microsoft Word, Excel and Powerpoint.
- Must be able to work independently and in a fast-paced environment.
- Ability to work well under pressure and navigate multiple deadlines.
- Digital literacy and research skills, including the ability to analyze the reliability of information.
- Accuracy and attention to detail. Proactive approach to problem-solving and process improvement.
- Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations.
Preferred:
- Associate degree in business administration or a related field
- Three to five years of administrative experience
ESSENTIAL FUNCTIONS
- Receives request for travel and lodging; research best options for cost and convenience; provides requestor with options; reserves chosen travel and lodging option; reserves conference registrations if requested; provides confirmation documentation to requestor; maintains airline and lodging rebate program.
- Manages and maintains the HaysMed fleet including scheduling service, repair, maintenance, billing, taxes, registration, tags and insurance.
- Plans/Coordinates tri-annual Capital Committee process including preparation of meeting agenda and materials; works with Accounting to draft spreadsheets to track and manage all approved capital throughout the fiscal year; finalizes process and works with Materials Management to finalize purchases.
- Responsible for timekeeping for administrative staff.
- Completes Medicare enrollment for new clinics, facilities and hospital units and re-validation for existing areas.
- Completes Medicaid recredentialing.
- Completes hospital recredentialing with insurance companies.
- Maintains Notary applications and renewals.
- Prepares necessary facility licensing and certification information.
- Reconciles and codes monthly credit card receipts.
- Codes and processes invoices as requested.
- Completes requisition forms and CACE forms for IT purchases and tracks maintenance renewals.
- Performs daily support to direct report/department; receives mail, prioritizes and distributes to ensure recipients are aware; answers phones, screens and directs callers to appropriate individual; orders office supplies and products; and responds to e-mails and other digital queries and correspondence.
HIPAA: This position will have access to the following Protected Health Information in order to carry out the duties related to their position at Hays Medical Center based on the following criteria:
Primary – required (routine) to do the job;
Secondary – required for the job, but mostly be exception; and None – no approved access
Description of Information Secondary:
Patient Demographic Information (information used to identify a person): Name, Date of Birth, Address, Race, Marital Status, Religion
Financial Information/Insurance (information related to insurance, billing and payment): Billing Information, Payer Name, Payer ID, Account Balances, Plan Elements Covered, Payment Information, Payment Rates
Coding Information (clinical information that is in (alpha) numeric format): ICD-9 Codes, Rev Codes, CPT Codes
