Admin Coordinator 3

LA State Board-Medical Examiners; New Orleans (LA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Louisiana State Board of Medical Examiners is seeking an Administrative Coordinator 3 in Louisiana to be the first point of contact and ensure a smoothly run front office. You will support the Administrative Program Director I and the Director of Investigations with clerical tasks, subpoenas, and data entry, while maintaining highly confidential records.

Ideal candidates have two years of administrative experience and can manage multiple tasks, monitor deadlines, and communicate policies

Qualifications

• Clear communication and active listening.
• Owns results and responds to feedback professionally.
• Applies policies accurately and helps improve procedures.
• Allocates resources effectively and maintains accurate records.

Responsibilities

• Provide clerical and administrative support to the Administrative Program Director I and the Director of Investigations.
• Screen telephone calls, greet visitors, draft/edit correspondence, answer routine inquiries, data entry.
• Process subpoenas for decisions from medical review panels and associated records.
• Research internal records and set up meetings for licensees with high-profile cases.
• Update licensure database with BADAR reports and generate special reports.
• Generate malpractice reports and inform licensees of board decisions.
• Maintain confidential files and track status of cases under investigation.

Skills

Communication

Accountability

Policy & procedures

Resource management

Tools

Licensure database

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.