Office Coordinator - Internal Medicine Clinic - Full Time 8 Hour Days (Non-Exempt)(Union)

University of Southern California; Glendale (CA); On-site; USD 33,000 - 56,000; Full time

Job summary

USC Care Medical Group seeks a skilled clerical coordinator to support department operations. You will handle data entry, prepare reports, and manage correspondence while ensuring accurate filing and confidential information handling.

Responsibilities include meeting scheduling, message routing, and producing presentations. Strong MS Office skills, customer service experience, and clear communication are essential for success in this role.

Qualifications

• High school diploma or equivalent required.
• 2 years experience in a secretarial role preferred.
• Experience in customer service required.
• Data entry and statistical analysis experience preferred.
• Experience with Kronos timekeeping system preferred.
• Strong Microsoft Office skills (Word, Excel, PowerPoint) required.
• Ability to create and manipulate spreadsheets for presentations.
• Excellent verbal and written communication skills required.

Responsibilities

• Coordinate departmental/unit clerical duties and maintain files and data.
• Communicate effectively with co-workers and relay information timely.
• Take detailed messages and forward to appropriate staff.
• Type and proof documents, prepare reports, and design PowerPoint presentations.
• Enter data accurately and prepare committee reports.
• Schedule meetings and arrange rooms, AV, and catering as needed.
• Maintain confidentiality and organize general filing system.

Skills

Communication skills

Customer service

Data entry

Meeting scheduling

Office maintenance

Education

High school or equivalent

Bachelor's degree

Tools

Microsoft Office

Kronos

Job description

As an integrated part of the department/unit, this position provides coordination of departmental/unit clerical duties and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner.

Essential Duties

• 1. Communication Skills * a) Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a professional manner. * b) Take detailed messages, determine urgency of calls, and forward them to the appropriate staff member.
• 2. Computer Skills * a) Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies, etc.). * b) Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired information. * c) Maintain computer records and files as needed. * d) Design, develop and produce PowerPoint presentations for special events or committee meetings. * e) Must be able to use business format for letters and assure grammatical accuracy.
• 3. Customer Service * a) Greets and assists patients/visitors by providing them with the information needed, contacting appropriate staff members to assist them, or taking messages for the staff. * b) Demonstrates outstanding telephone etiquette.
• 4. Data Entry & Report Preparation * a) Enters data in a timely manner, ensuring that all information is accurate. * b) Prepares reports for committee meetings and other hospital departments/services.
• 5. Information Distribution * a) Maintains computer data information accurately and timely. * b) Assures confidentiality of information.
• 6. Meeting Scheduling * a) Coordinates meeting dates and times with all participants. * b) Arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed. * c) Attends meetings and types minutes of meetings as requested.
• 7. Office Maintenance * a) Completes copying, collating and coordinating materials in an orderly manner. * b) Maintain files for the General filing system. * c) Picks up and delivers mail to and for nursing managers/directors. * d) Provide a file system that allows for easy retrieval of information.
• Performs other duties as assigned.

Required Qualifications

• Req High school or equivalent
• Req 2 years Experience in a secretarial role.
• Req Experience in customer service field.
• Pref Experience with data entry and statistical analysis.
• Pref Experience with Kronos timekeeping system.
• Req Excellent working knowledge and skills in Microsoft Office programs including MS Word, Excel, and PowerPoint
• Req Must be able to use spreadsheets for display of data, and manipulate data for presentation to various departments.
• Req Demonstrate excellent customer service behavior.
• Req Demonstrates excellent verbal and written communication skills.

Preferred Qualifications

• Pref Bachelor's degree Degree in related field.
• Pref Medical Terminology.

Required Licenses/Certifications

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC Care Medical Group serves as the sole physician entity reporting to the USC Health System, uniting faculty clinical practice under Keck Medicine of USC. This entity oversees clinical governance, physician and ambulatory services, and core enterprise functions including billing, contracting, and financial operations. The organization encompasses 17 clinical departments, with approximately 1,500 physicians and 2,000 staff delivering care across more than 80 locations from Kern County to Orange County and into Las Vegas. USC Care Medical Group is the engine for patient-centered growth-advancing quality, safety, access, and financial strength through integrated, system-level thinking that transcends silos and traditional models. By building bridges across the enterprise, embracing innovation, and leveraging technology, we deliver seamless, 5-Star access and service while expanding clinical reach and diversified models of care. Our work fuels a sustainable cycle of good health-organizationally, financially, and within the communities we serve-driving continued growth from within and beyond the system's boundaries.

The hourly rate range for this position is $23.92 - $40.66.

When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.