Administrative Coordinator

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Job description

Job Description

As an Administrative Coordinator, you will coordinate and perform a wide variety of administrative activities to support department functions. To help achieve our mission, you will provide secretarial support to directors and managers to facilitate completion of department work.

Job Responsibilities

• Schedules and coordinates arrangements for meetings and special events including facilities, catering and logistics. Makes travel arrangements as needed.
• Tracks and monitors department budget, researches variances, creates and maintains spreadsheets and creates statistical reports. Prepares and distributes monthly budget reports. Assists in preparation of annual budget proposals.
• Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes and ensures data entry of appropriate information. Responsible for petty cash fund.
• Maintains confidential employee records for department staff, processes time sheets, tracks PTO and serves as a liaison with payroll and Human Resources.
• Revises and drafts processes and procedures as needed to support efficient and effective department operations. Designs, formats and edits documents and presentations using intermediate and advanced features of MS Office applications (Word, Excel and Power Point).
• Ensures maintenance of hard copy and computer files. Builds and maintains databases using Access, Excel, and specialized database applications.
• Coordinates schedules of support staff to provide backup for department (meetings, education and PTO). Orients new employees and provides training in department policies and procedures.
• May, as required by department, create, maintain and terminate patient charts in compliance with medical record guidelines. Ensures integrity of medical record including patient identification. Guarantees all chart documents are placed in the chart in preparation for transfer or discharge. Returns old medical records to the Medical Record Department at discharge.
  

Additional Requirements

• Hours: PRN; float between 3 TMH clinics (ILH, IFOH & IFMC)
• Education: HS diploma/GED
• Experience: Minimum 5 years of healthcare office experience
• Other: Word processing, spreadsheet, graphics, database software.
  

About Us

Inova is Northern Virginia's leading nonprofit healthcare provider. Our mission is to provide world-class healthcare - every time, every touch - to each person in every community we have the privilege to serve. Inova's 18,000 team members serve more than 2 million individuals annually through an integrated network of hospitals, primary and specialty care practices, emergency and urgent care centers, outpatient services and destination institutes.

Safety Always: Learn how we keep our team members and patients