Administrative Coordinator

People are a company's greatest resource, which is why caring for employees and keeping them healthy is so important. Proactive MD offers a comprehensive health management solution that extends well beyond the clinic walls. Access to on-site physicians, full direct primary care services, and excellent client support are the hallmarks of our program. By engaging a workforce and offering them a personal relationship with a primary care physician, we can deliver measurably better outcomes, making people happier, healthier, and more productive while significantly lowering overall medical costs for employers. We put employees' health first because amazing care yields amazing results. We are the next generation of workplace health centers.

JOB SUMMARY

The Administrative Coordinator is responsible for the day-to-day administrative tasks pertaining to a region of Proactive MD Health Centers. Under the direction of the Regional Director of Clinical Operations, the role will coordinate with other departments (including People Operations, Finance, Medical Affairs, and others) to ensure proper staffing, scheduling, and other workforce procedures are followed.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintains responsibility for scheduling for a region of Proactive MD Health Centers (providers and non-provider clinical staff) and secures coverage for any absences by coordinating with PRN staff.
• Reviews and approves timecards for each employee in the designated region. Follows up with employees to review and resolve any discrepancies.
• Maintains accurate schedule in Athena (EMR) by adjusting clinical schedule based on short-term staffing changes.
• Facilitates procurement of supplies by placing orders based on Health Center needs.
• Coordinates any ad hoc facility needs of Health Centers in the designated region such as needed repairs, utility needs, phone system adjustments, Health Center access, and other needs as directed by the Regional Director or other department head.

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

Required:

• High school diploma or equivalent required.
• Effectively communicates with all employee levels and vendors
• Must be extremely detail-oriented and comfortable with technology platforms and systems
• Excellent communication skills will be a must

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

This job primarily operates in a professional office or clinical environment as business needs dictate. The following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• While performing the duties of this job, the employee is regularly required to talk, see, and hear.
• Prolonged periods of sitting at a desk and extended use of a computer and phone are required.   
• The employee frequently is required to stand, walk, use hands, reach with hands and arms, and occasionally lift office products.
• Additionally, the employee will need to be able to lift/move/store individual 20-30 pound boxes and items such as office and medical supplies and equipment

POSITION TYPE & EXPECTED HOURS OF WORK

This role will be expected to work a minimum of 40 hours/week as directed. Typical workdays are Monday through Friday, 8:00am to 5:00pm. This role is considered a non-exempt position. Evening and weekend work are infrequent but may occasionally be required as business needs dictate.

TRAVEL

Travel for this role is infrequent and is considered less than 10% of the position’s overall responsibilities.