Division Coordinator

Nemours Children’s Health System; Jacksonville (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Nemours Children’s Health System is looking for a Division Coordinator in Jacksonville, FL. The role involves providing administrative support, managing clinical and administrative schedules, coordinating travel, and preparing correspondence and presentations. The ideal candidate has a high school degree, preferably an associate’s degree, and 3 to 5 years of relevant experience. Strong organizational and communication skills are essential. This position offers a dynamic work environment with opportunities for growth.

Qualifications

• Minimum of 3 years and up to 5 years of experience in administrative roles.

Responsibilities

• Guide and process clinical schedules for providers.
• Manage schedules for administrative leaders effectively.
• Handle incoming calls and assist as needed.
• Coordinate business travel arrangements.
• Prepare correspondence, reports, and presentations.

Skills

Organizational skills

Communication

Scheduling

Proficiency in Word and Excel

Education

High school degree

Associate’s degree (preferred)

Job description

Nemours is seeking a Division Coordinator in Jacksonville, FL.

Assists Nemours leaders by providing administrative support. Handles situations requiring knowledge of the overall function of responsibility and the organization’s mission, structure, and culture. Acts as the central point of contact for other departmental associates on departmental activities. Responds to inquiries and represents the leader in dealing with both internal customers and external contacts. Typical duties include maintaining budget records; setting up meetings, including preparing meeting agendas; preparing correspondence reflecting the department's wishes; and understanding the functions. May be assigned special projects.

Essential Functions

1. Guide and process all aspects of the clinical schedules of the providers within the assigned divisions. This includes but is not limited to:
   • Building templates in the EPIC system and submitting to the enterprise templating team
   • Complete and submit call schedules for all providers within assigned divisions
   • Submit clinic cancellations, both planned and unplanned
   • Coordinate surgical schedules with Outlook schedules
2. Manage administrative leaders’ schedules with consideration to priorities and time efficiency.
3. Handle incoming calls with courtesy, provide assistance and information as needed, and page physicians as appropriate for the provider-to-provider line.
4. Coordinate business travel, including airline reservations, hotels, auto rentals, and conference registrations for providers.
5. Prepare correspondence (Word), reports (Excel), and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.
6. Assist with master templates and clinic closures as needed.
7. Assist with training duties.

Non-Essential Functions

1. Orders office supplies and arranges office or equipment changes. Arranges for equipment service and repairs.
2. Arrange all new hire processing and facilitates on-boarding process for new hires.
3. Answers phone and perform other routine administrative functions.

Knowledge, Formal Education and Training

High school degree required; associate’s degree preferred.

Experience: More than 3 years and up to 5 years.