Administrative Coordinator

Inova Health System; Falls Church (VA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Committed to Team Member Health

Retirement

Tuition and Student Loan Assistance

Mental Health Support

Work/Life Balance

Job summary

Inova Health System in Falls Church, VA seeks an Administrative Coordinator to join our team. This full-time, on-site role supports the Behavioral Health Physician team with scheduling and a wide range of administrative tasks.

The position entails coordinating meetings and events, budget tracking, processing invoices, maintaining records, and preparing reports using MS Office. We offer comprehensive benefits and a supportive work environment.

Qualifications

• High School diploma or equivalent required.
• 1 year of relevant office or healthcare experience preferred.

Responsibilities

• Schedules and coordinates meetings and special events including travel as needed.
• Tracks department budgets, prepares monthly reports and assists in annual budget proposals.
• Processes requisitions, invoices, expense reports and petty cash handling.
• Maintains confidential employee records and liaises with payroll/HR.
• Formats and edits documents/presentations using MS Office (Word/Excel/PowerPoint).
• Maintains files and builds databases using Access/Excel.
• Coordinates support staff schedules and orients new employees; provides training on policies.
• Maintains patient charts per medical record guidelines and ensures chart integrity.

Skills

Secretarial support

Office administration

MS Office

Education

High School diploma or equivalent

Tools

MS Office

Job description

Inova Fairfax Medical is looking for a dedicated Administrative Coordinator to join our team. This role will be Full-Time, Monday-Friday (8am - 4pm). On-site

This role will primarily support the Behavioral Health Physician team with scheduling and other administrative support.

Inova is consistently ranked a national healthcare leader in safety, quality and patient experience. We are also proud to be consistently recognized as a top employer in both the D.C. metro area and the nation.

Featured Benefits:

• Committed to Team Member Health: offering medical, dental and vision coverage, and a robust team member wellness program.
• Retirement: Inova matches the first 5% of eligible contributions – starting on your first day.
• Tuition and Student Loan Assistance: offering up to $5,250 per year in education assistance and up to $10,000 for student loans.
• Mental Health Support: offering all Inova team members, their spouses/partners, and their children 25 mental health coaching or therapy sessions, per person, per year, at no cost.
• Work/Life Balance: offering paid time off, paid parental leave

Administrative Coordinator Job Responsibilities:

The Administrative Coordinator coordinates and performs a wide variety of administrative activities to support department functions. Provides secretarial support to directors and managers to facilitate completion of department work.

• 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.
• May perform additional duties as assigned.

Minimum Qualifications:

• Education:High School diploma or equivalent
• Experience:1 year of relevant office or healthcare experience

Preferred Qualifications:

• Administrative support experience in healthcare. For example: supporting physicians with scheduling/inpatient hospital operations/payroll

About Us

We are Inova, Northern Virginia’s leading nonprofit healthcare provider. Every day, our 26,000+ team members provide world-class healthcare to the communities we serve. Our people are the reason we're a national leader in healthcare safety, quality and patient experience. And from best-in-class facilities to professional development opportunities, we support them at every step. At Inova, we're constantly striving to be ever better — to shape a more compassionate future for healthcare.

Inova Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, pregnancy (including childbirth, pregnancy-related conditions and lactation), race, religion, sex, sexual orientation, veteran status, genetic information, or any other characteristics protected by law.