Administrative Coordinator

Department Overview:

The Administrative Coordinator carries out a range of support, programmatic, educational, and technical tasks to assist with the Patient and Family Emergency Family Funds. This position operates under the supervision of the Administrative Supervisor and also has a dotted line reporting relationship to the Social Work Managers.

Function/Duties of Position:

• Facilitate Patient Emergency Family Funds and other foundational requests
• Assist Social Workers in maintaining emergency payments for patients
• Ensure proper tracking for distribution of funds
• Compile PFEF stories for quarterly reports
• Process disbursement requests
• Create, maintain and distribute quarterly reports for certain funds
• Adhere to financial policies and procedures

• Creating, maintain, communicating and distributing processes, procedures and guidelines
• Schedule meetings with PFEF committee members and/or stakeholders as needed
• Create meeting agenda and any additional meeting materials for quarterly PFEF meetings.
• Document meeting minutes and store appropriate meeting materials in a centralized location
• Tracking or reporting as assigned
• Performs other tasks as assigned

Required Qualifications:

• Four years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
• A Bachelor’s degree and two years of general office or secretarial experience; OR
• An equivalent combination of training and experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Medical terminology
• Advanced skills with Microsoft Excel
• Intermediate to advanced skills Microsoft Word
• Ability to work with a variety of diverse customers, sometimes in difficult situations.
• Ability to prioritize work demands and adjust work as priorities change.
• Demonstrated excellent communication and conflict-resolution skills.

Preferred Qualifications:

Education:

• Bachelor’s degree

Experience:

• Experience working in a medical office setting.
• Experience working in a high volume setting.
• Social Work experience
• Administrative support
• Direct patient interaction
• Financial/budget experience

Job Related Knowledge, Skills and Abilities (Competencies):

• Oracle Experience
• MMIS system
• Inpatient Epic
• Experience with Apple products, iPad and newer technology.
• Paging system
• Speaking with patients in person and on the phone
• Kronos Timekeeping
• Financial processes
• Excel spreadsheet creation and maintenance
• Program coordination
• Management of external customer relations
• Contract interpreting
• Manager reporting
• Process and protocol creation and maintenance
• Collaborative problem solving

Additional Details:

• The administrative coordinator’s shift will be Monday – Friday, time TBD (within range of 8:00 a.m.-4:30 p.m. and 9:00 a.m.-5:30 p.m.)
• This position works in a busy environment with interruptions, multiple demands, and people interactions. The office setting is shared with six to eight others, and the position requires dealing with noise and frequent interruptions within the work group.

Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.