Business Support Coordinator

The role covers the Ryan White program/project that covers 7 grants and 14 cost centers.

PRIMARY PURPOSE

Assists with operations of assigned location to include responsibilities such as administrative support/operations and facility management, etc. based on location, to ensure effective operations.

MINIMUM SPECIFICATIONS

Education

• High School or equivalent.

Experience

• Must have two (2) years of administrative support experience.

Skills or Special Abilities

• Must be able to type 25 words-per-minute with a maximum of three errors.
• Must be able to successfully pass an Intermediate-level Microsoft Word, Excel & PowerPoint, as established by Employment Services, with a minimum score of 90%.
• Must successfully pass the established Telephone Skills and Customer Service test with a minimum score of 80%.
• Must have excellent vocabulary skills and a demonstrated ability in English and grammar.
• Must be able to compose correspondence independently.
• Must be familiar with the operations of standard office equipment and healthcare terminology.
• Must be able to write effectively.
• Must be able to demonstrate good phone techniques and manners.
• Must be able to use sound judgment in making complex decisions.
• Must have the ability to manage EPIC templates.
• Must have basic knowledge of facility management and environmental safety requirements.
• Prefer experience with Microsoft Access.
• Prefer project management experience.

Other Requirements

• This job is intended for off-campus locations; therefore, placement into classification is dependent upon Compensation and Employment's approval.

Responsibilities

• Assists with all aspects of operation (administrative, business, clinical, etc.) for assigned health centers.
• Organizes and maintains employee files, and records. Follows up on pending matters to provide timely and accurate information as needed.
• Researches, assembles, summarizes and compiles data for complex reports and presentations in order to provide administrative support to assigned Site Administrator/Director and center which may lead to completing special projects as assigned.
• Assists with effective EPIC template management to ensure productivity standards are consistently met.
• Assists with analyzing critical operations on an ongoing basis. Provides weekly, monthly, and annual reports to evaluate and demonstrate productivity. Communicates results to management.
• Assists with facilitating patient complaints, screens and routes telephone calls, receives and refers visitors, schedules appointments, takes messages, maintains appointment calendars, schedules and coordinates meetings, and makes travel arrangements.
• Assists with effective facility management, including co-locators as measured by cleanliness, proper type, amount and functioning of equipment, and overall environmental safety.
• Assists with the timely and effective maintenance of equipment and rooms to ensure maximum productivity. May assist with space planning, including renovations, new sites, capital repairs and acquisitions.
• Assists with the local performance improvement program as required.
• Maintains a positive working relationship with all internal and external co-located agencies, funding programs, government entities, insurance carriers, individual physicians/clinical personnel, third party payors, management, employees, patients, other PHHS departments, and the public to promote teamwork, cooperation and a positive public image.
• Organizes and expedites the flow of work through Site Administrator's or Director's office, initiating follow-up- actions as required, to reduce unnecessary interaction with Site Administrator or Director in routine matters.
• Takes dictation, notes and/or meeting minutes that are technical and/or confidential in nature. Transcribes into final form ensuring that highly accurate information is documented.

Job Accountabilities

• Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
• Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
• Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.