Admin Coordinator 3

State of Louisiana; New Orleans (LA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Louisiana State Board of Medical Examiners seeks an Administrative Coordinator to serve as the first point of contact, providing essential front-office support and handling highly confidential investigative matters. This professional role supports the Administrative Program Director and the Director of Investigations.

Two years of administrative services experience is required; knowledge of subpoena preparation, licensee renewal processes, and data management is beneficial.

Qualifications

• Two years of experience in administrative services.

Responsibilities

• Provide clerical and administrative support to the Administrative Program Director 1 and the Director of Investigations.
• Screen telephone calls, greet visitors, draft and edit correspondence, answer routine inquiries, data entry.
• Prepares subpoenas for obtaining copies of decisions from medical review panels, evidence presented in cases, patient records, and physicians' charts.
• Receives copies of annual renewal forms on licensees and assesses potential renewal issues (malpractice, felonies, substance abuse).
• Serves as direct contact for divisions and licensees; researches internal records for negative reports.
• Queries the National Practitioner Data Bank as required; solicits detailed reports; sets up meetings for high-case licensees.
• Maintains licensee tracking through the investigative process; updates records as cases move.
• Updates licensure database with BADAR data; assists in creating special reports.
• Generates malpractice reports for board meetings and informs licensees of board decisions.
• Monitors filing and follow-up systems; maintains confidential files.
• Maintains procedure manuals and purges files; handles highly confidential matters.

Job description

Mission:

The mission of the Louisiana State Board of Medical Examiners is to protect and improve the health, safety, and welfare of the citizens of Louisiana through licensing, regulation, research, and discipline of physicians and allied health professionals in a manner that protects the rights and privileges of the licensees.

We’re looking for an Administrative Coordinator 3 to serve as the first point of contact at the agency, creating a welcoming environment for clients, patients, and visitors and providing administrative support that keeps our front office running smoothly.

An ideal candidate should possess the following competencies:

Overview or Role:

Communicating Effectively: Communicates clearly, listens actively, and explains complex ideas well.

Demonstrating Accountability: Owns results, meets standards, and responds to feedback professionally.

Following Policies and Procedures: Applies and explains policies accurately, adapts in routine cases, and helps improve procedures.

Managing Resources: Allocates resources effectively, follows procedures, tracks usage, and maintains accurate records to support operational and financial needs.

This is a professional administrative position handling the Investigative matters of the Louisiana State Board of Medical Examiners ("Board") , a statewide regulatory board with the Department of Health and Hospitals, with the overall responsibility for licensing over 32,000 licensees within each of the categories and additional sub-categories of health professionals licensed by and regulated under its jurisdiction. This position is responsible for highly confidential matters which would otherwise be exempt from public disclosure.

Two years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

As an Administrative Coordinator, you will:

• Provide comprehensive clerical and administrative support to the Administrative Program Director 1 and the Director of Investigations. This includes screening telephone calls, greeting visitors, drafting and editing correspondence, answering routine inquiries, data entry, among other duties of a similar nature. Prepares subpoenas for obtaining copies of decisions from medical review panels, evidence presented in cases, patient records, and/or physicians' charts.
• Receives copies of annual renewal forms on all licensees that have indicated a "yes" answer to specific questions that could have an impact on renewal approval, i.e., malpractice cases filed or adjudicated against applicant during the previous year, felony charges, drug/alcohol abuse claims, etc.
• Serves as direct contact person for other divisions, licensees, etc. inquiring about status of renewal "yes" answers. Performs research of internal computer records and/or hard copy files for previous negative reports of information on licensees.
• Queries the online National Practitioner Data Bank through requests from the Investigations and Licensure Divisions. Solicits additional information and detailed narrative reports from licensees. Sets up meetings for licensees with excessive cases to appear before the Director of Investigations and a designated Board member. Maintains the record tracking system for licensee files as they move through the investigative process.
• Updates the LSBME licensure database system with information obtained from BADAR reports on a continuous basis. Assists the Administrative Program Director I and the Director of Investigations with creating various special reports.
• Generates malpractice reports and places on the monthly board meeting agenda. Informs licensees of Board decisions pertaining to malpractice investigations.
• Monitors filing system for timely follow-up and updating purposes.
• Maintains tracking system and follow-up system on cases under investigation. Provides case status reports for the Administrative Program Director 1 and/or the Director of Investigations. Maintains procedure manual. Updates and purges files. Maintains highly confidential and complex files on impaired licensees.

Position Specific Details:

Appointment Type: Probational

Career Progression: This position does not participate in a Career Progression Group.

Compensation: The salary offered will be determined based on qualifications and experience.

Louisiana is a State as a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

Contact Information:

For further information about this vacancy, contact:

Theresa Warren

504-356-4253

[e-mail]