Department Coordinator - Employee Health Services

Sutter Health; San Jose (CA); On-site; USD 42,000 - 58,000; Full time

Job summary

Sutter Health is seeking an Administrative Support Specialist for a non-clinical unit in San Jose. The role focuses on routine and specialized clerical tasks, document management, and effective communication with staff and physicians.

You will help ensure privacy and regulatory compliance while supporting department operations. The position requires a HS Diploma/GED and about 1 year of relevant experience, with strong Microsoft Office and EPIC usage.

Qualifications

• HS Diploma or GED required.
• 1 year of recent relevant experience preferred.
• Strong written and verbal communication skills essential.

Responsibilities

• Provides routine administrative support by maintaining documents, files, and policies.
• Receives and screens calls, messages, mail and email communications, and visitors.
• Coordinates meetings including travel, lodging, and minutes.
• Manages calendars and departmental schedules; prepares for meetings and events.

Skills

Written communications

Verbal communications

Time management

Organization

Microsoft Office

EPIC

Data interpretation

Privacy & PHI

Team collaboration

Education

HS Diploma

Tools

Microsoft Office

EPIC

Job description

We are so glad you are interested in joining Sutter Health!

Organization

CPMC-California Pacific Med Center

Position Overview

Provides a variety of routine and specialized clerical and administrative services in support of a non-clinical/support unit. Executes a variety of clerical duties and prioritizes information and requests in a timely manner. Gains confidence and cooperation from staff, physicians, and other healthcare providers through competent job performance, and effective communication. Adheres to all local/state/federal regulations, codes, policies and procedures to ensure privacy and safety. May also be responsible for orienting new staff to the department/unit.

Job Description

These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development). Job Description modifications for union represented position are subject to CBA guidelines.

Job Accountabilities

ADMINISTRATIVE SUPPORT SERVICES:

• Provides routine administrative support to the department by maintaining documents, files, and policies or procedures. Composes and/or transcribes letters and other documents as needed.
• Receives and screens calls, messages, mail and email communications, and visitors. Refers and answers inquiries as appropriate procedures and policies relating to departmental functions.
• Coordinates meetings, providing support by establishing travel, lodging, event arrangements, equipment or reservations as necessary. Participates in departmental meetings by preparing notices, agendas, and minutes.
• Manages calendars, departmental schedules, coordinates activities, and prepares for meetings and events. Arranges for complex logistical needs.
• May maintain timekeeping records and function as timekeeper.
• Ensures that routine and priority tasks are completed within established departmental time frames.

Safety

• Maintains a clean, neat, and safe working environment, by inventorying and ordering accessories and supplies periodically to maintain established stock levels.
• Inspects and arranges for equipment repairs, monitor's costs and needs for replacement.

Compliance

• Maintains strictest confidence of all patients protected health information (PHI) and protects all PHI from accidental, intentional, or inappropriate disclosure.
• Performs all duties in compliance with department standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of patient privacy and care.
• Retains and completes mandated continuing education requirements to meet departmental and facility requirements.

Education

HS Diploma: High School Diploma or General Education Diploma (GED).

Typical Experience

1-year recent relevant experience.

Skills And Knowledge

Written and verbal communications skills to communicate with fellow team members, supervisors, visitors, and other personnel.

Well-developed time management and organizational skills, including the ability to prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.

Basic knowledge of computer applications, such as Microsoft Office Suite (Word, Excel and Outlook), EPIC, and related information systems.

Interpret a variety of data and instructions, furnished in written, oral, diagram, or schedule form.

Prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.

Work independently, as well as be part of the team, including accomplishing multiple tasks in an environment with interruptions.

Identify, evaluate and resolve standard problems by selecting appropriate solutions from established options.

Ensure the privacy of each patient’s protected health information (PHI).

Builds and collaborates the relationships with peers and other staff members to achieve departmental and corporate objectives.

Works independently, exercises sound judgment, and utilizes developed administrative skills.

Physical Activities And Requirements

See required physical demands, mental components, visual activities & working conditions at the following link: Job Requirements

Job Shift

Days

Schedule

Full Time

Shift Hours

8

Days Of The Week

Friday, Monday, Thursday, Tuesday, Wednesday

Weekend Requirements

None

Benefits

Yes

Unions

No

Position Status

Non-Exempt

Weekly Hours

40

Employee Status

Regular

Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.

Pay Range is $30.28 to $42.38 / hour

The posted pay range is based on the position's primary work location. Candidates who reside and work outside of that location may be subject to a different pay range based on their work location. Candidate starting salaries consider multiple factors, including, but not limited to a candidate’s experience, education, skills, licensure, certifications, departmental equity, training, and organizational needs. Base pay is only one component of Sutter Health’s comprehensive total rewards program. Eligible positions also include a comprehensive benefits package.