Department Coordinator IV

• Manage multiple calendars for team leaders, prioritizing access and resolving meeting and clinic scheduling conflicts
• prepares materials for presentations and meetings
• coordinates travel arrangements and processes travel reports and requests for mileage reimbursement, registration fees etc
• responsible for keeping CVs up to date according to most recent guidelines.
• Provides support for manuscript preparation including knowledge of citation software and attention to detail to ensure that submissions requirements are met.
• Acts as a resource to internal and external inquiries
• assists staff as the liaison with internal support services like IT, ISD, HIM, interpreter services and vendors, physicians, medical practices, community health agencies, students and visitors
• responsible for handling room requests, sending out meeting agendas and reminders of upcoming meetings.
• Attends twice monthly meetings with CCHP Admin, Healthy Living Admin and Ambulatory Admin.
• Attends monthly CCHP staff meetings and weekly Healthy Living staff meetings.
• Shares relevant information with Administrator and team managers.
• Follows up on all Ambulatory Outpatient compliance protocol updates and assists with preparing team members for application upgrades and attends superuser meetings.
• Responsible for telecommunication, supplies, equipment and furniture.
• Coordinate maintenance, purchasing and other central services with CCHP Administration.
• On-boards new staff for administrative processes.
• Provides clinical and administrative support that includes managing schedules to maximize patient access and creating and editing templates, following up on patient in-basket messages and requests for refills, and scheduling inbasket requests for appointments.
• Provides support for all front office and referral coordinator activities.
• Assists with contacting and rescheduling patients for late scheduling changes related to clinician absences.
• High level understanding of clinical team members, skills and scheduling details.

• Associate’s degree Required
• 3 years of progressively responsible experience in administrative support Required
• Proficiency in Outlook, MS Word, Excel. Required

Experience with scheduling and working in EPIC medical record and Spanish language proficiency.