Administrative Coordinator - Physician Practice

Shirley Ryan AbilityLab; United States; On-site; USD 36,000 - 62,000; Full time

Job summary

Shirley Ryan AbilityLab is seeking an Administrative Coordinator to manage reception, data records, billing entries, and scheduling within the department. The role supports the organization’s commitment to patient care and operational excellence.

The position requires at least one year of college, several years of office experience, and strong Microsoft Office skills. Attention to detail, collaboration, and effective communication are essential in this role.

Qualifications

• Minimum 1 year of college or other equivalent post high school experience.
• Minimum 3 years of experience in a general office environment with gradually increasing responsibility.
• Proficiency in Microsoft applications: Outlook, Word, and Excel; basic PowerPoint.
• Proficiency in keyboarding skills and using common office equipment.
• Communication and interpersonal skills necessary to interact daily with internal/external customers.
• Advanced organizational skills to prioritize and complete tasks efficiently.
• Ability to collaborate effectively in a team setting to maximize quality of operations.

Responsibilities

• Perform reception activities including answering the phone and greeting internal/external customers, determining the nature of the need or request, securing appropriate resources, and following up to ensure needs are met.
• Perform record keeping and data file maintenance tasks such as gathering, sorting, and filing materials.
• Enter charges into billing system, processing direct billing forms, petty cash, travel and license renewal reimbursement requests.
• Monitor assigned expense accounts including tracking, investigating, reporting and resolving variances.
• Prepare forms, letters, correspondence, memos, presentations and other reports, including creating spreadsheets, tables, and databases.
• Monitor supplies, equipment, and forms, determining inventory levels, researching vendors, and tracking deliveries.
• Schedule meetings, appointments, conferences, and travel arrangements, coordinating materials and meeting logistics.
• Attend meetings and compose minutes.
• Perform all other duties assigned in the interest of Shirley Ryan AbilityLab.

Skills

Communication skills

Interpersonal skills

Organizational skills

Team collaboration

Education

1 year of college

Tools

Outlook

Word

Excel

PowerPoint

Job description

Shirley Ryan AbilityLab is the global leader in physical medicine and rehabilitation for adults and children with the most severe, complex conditions. By joining our team, you’ll be part of our life-changing mission and vision. You’ll contribute to an innovative, multifaceted culture that is second to none — one that embraces collaboration, excellence, discovery and compassion. You’ll play a role in something that’s never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes — as we Advance Human Ability, together.

Job Description Summary

The Administrative Coordinator will perform record keeping, bookkeeping, supply requisition/distribution, and scheduling activities for assigned department. The Administrative Coordinator will consistently demonstrate support of the Shirley Ryan AbilityLab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute. The Administrative Coordinator will demonstrate Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Core Values (Hope, Compassion, Discovery, Collaboration, and Commitment to Excellence) while fulfilling job duties.

Job Description

• Perform reception activities including answering the phone and greeting internal/external customers, determining the nature of the need or request, securing appropriate resources, and following-up to insure needs are met.
• Perform record keeping and data file maintenance tasks such as gathering, sorting, and filing materials.
• Enter charges into billing system, which includes processing direct billing forms, petty cash, travel and business, and license renewal reimbursement requests.
• Monitor assigned expense accounts including tracking, investigating, reporting and resolving variances.
• Prepare forms, form letters, correspondence, memos, presentations and other reports, which includes composing correspondence, creating spreadsheet, tables, and databases.
• Monitor supplies, equipment, and forms, determining appropriate levels of inventory, researching vendors, and tracking and deliveries.
• Schedule meetings, appointments, conferences, and travel arrangements, by preparing and distributing materials and coordinating meeting logistics such as needed.
• Attend meetings and compose minutes.
• Perform all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab.

Reporting Relationships

Reporting relationships will vary according to departmental administrative structure.

Knowledge, Skills & Abilities Required

• Minimum 1 year of college or other equivalent post high school experience.
• Minimum 3 years of experience in a general office environment with gradually increasing responsibility.
• Proficiency in Microsoft applications: intermediate level skills in the use of Outlook, Word, and Excel; basic level skills in the use of PowerPoint.
• Proficiency in keyboarding skills.
• Application of a variety of moderately complex computer PC software and office equipment (photocopying, fax machine, Dictaphone, calculator, multi-line phone, etc.).
• Communication and interpersonal skills necessary to interact on a daily basis with internal/external customers in various circumstances.
• Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks.
• Ability to collaborate effectively in a team setting in order to maximize quality and efficiently of operations.

Working Conditions

Normal office environment with little or no exposure to dust or extreme temperature. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Pay and Benefits*

Pay Range: $17.05 - $29.62

• Shirley Ryan AbilityLab offers a comprehensive benefits program that is competitive with our industry peers in our geographic locations: https://www.sralab.org/benefits
• Benefits and benefits’ eligibility can vary by position. Actual compensation will be determined by equity and qualifications of the role.

Equal Employment Opportunity Employer

Shirley Ryan AbilityLab is an Equal Employment Opportunity Employer. All applicants will be afforded equal employment opportunity without discrimination because of race, color, religion, sex, marital status, national origin or ancestry, citizenship status, age, disability, sexual orientation, gender identity, genetic information, military status, order of protection status, unfavorable discharge from military service, or any other characteristics protected by law. EEO is the Law | EEO is the Law - Know Your Rights | View our Full Policy Shirley Ryan AbilityLab is an affirmative action Employer as required by law.

Shirley Ryan AbilityLab is the global leader in physical medicine and rehabilitation for adults and children with the most severe, complex conditions. By joining our team, you’ll be part of our life-changing mission and vision. You’ll contribute to an innovative, multifaceted culture that is second to none — one that embraces collaboration, excellence, discovery and compassion. You’ll play a role in something that’s never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes — as we Advance Human Ability, together.