Office Coordinator - Multi Specialty (FT- 1.0 FTE, Day Shift)

Bozeman Health; Bozeman (MT); On-site; USD 36,000 - 48,000; Full time

Job summary

Bozeman Health is seeking an Office Coordinator to streamline department operations, greet patients and visitors, and manage administrative tasks. You will answer phones, assist with patient appointing, and support registration processes.

The role requires strong communication, discretion, and the ability to multitask in a fast-paced environment. Prioritizing accuracy and confidentiality is essential to maintain smooth office workflows.

Qualifications

• High School Diploma or Equivalent is required.
• 1 year of administrative experience is preferred.

Responsibilities

• Serve as the receptionist for the office, greeting patients, visitors, or staff.
• Answer phones, direct calls to appropriate individuals, and prepare messages.
• Handle patient appointing and registration related tasks as defined by Bozeman Health.
• Assist with copying, filing, and organizing records and documents.
• Print letters, memos, forms, and reports per instructions.
• Sort and distribute incoming mail and process outgoing mail.
• Perform basic clerical duties including typing and filing.
• Operate standard office equipment such as copiers, scanners, and phones.
• May take on team lead roles to aid office efficiency and policy compliance.
• Carry out other related duties as assigned.

Skills

Communication skills

Multitasking

Attention to detail

Professional demeanor

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Phone systems

Job description

Working at Bozeman Health is more than just a job--it's a commitment to caring for the communities of Southwest Montana by being their partner in health and wellness, compassionately delivering the best care for each person, every time. In every role, our employees are inspired by their ability to care for our community and our Culture of Excellence guides each employee to be a high performer, engage in transparent and timely communication, demonstrate dynamic learning and teaching, excel through change, express gratitude and experience joy.

Summary

The Office Coordinator facilitates the efficient operation of the assigned department(s) by performing a variety of clerical and administrative tasks. Provides administrative support in a variety of functions to an individual, team, department, or other group in the Bozeman Health. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Primary expectations include patient appointing, telephone triage, registration and other activities as defined.

Minimum Qualifications

• High School Diploma or Equivalent

Preferred

• One (1) year of administrative experience preferred

Essential Job Functions

In addition to the essential functions of the job listed below, employees must maintain timely completion of all required education, trainings, and certifications as assigned and in accordance with Bozeman Health policies, department-specific requirements, applicable certification program and registry requirements, and other applicable regulatory requirements.

• Primarily serve as the receptionist for the office, greeting patients, visitors, or staff.
• Answers phones, directs calls to appropriate individuals, and prepares messages.
• Patient Appointing
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Prints letters, memos, forms, and reports according to written or verbal instructions.
• May sort incoming mail and delivers to appropriate department or individual; processes outgoing mail.
• Performs clerical duties including typing, filing, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems, computers, and other standard office equipment.
• May take on team lead roles to assist with office activities and functions to maintain efficiency and compliance with company policies.
• Other related duties and responsibilities as assigned.

Knowledge, Skills And Abilities

• Demonstrate sound judgment, patience, and maintain a professional demeanor at all times
• Exercise tact, discretion, sensitivity, and maintains confidentiality
• Perform essential job functions successfully in a fast-paced environment
• Learn current and new computer applications and office equipment utilized at Bozeman Health
• Strong interpersonal, verbal, and written communication skills
• Analyze, organize, and prioritize work while meeting multiple deadlines
• Demonstrate the Bozeman Health SPIRIT values of: Service, People, Integrity, Respect, Improvement, and Teamwork.

Schedule Requirements

• This role requires regular and sustained attendance.
• The position may necessitate working beyond a standard 40-hour workweek, including weekends and after-hours shifts.
• On-call work may be required to respond promptly to organizational, patient, or employee needs.

Physical Requirements

Lifting (Rarely – 30 pounds): Exerting force and/or using a negligible amount of force to lift, carry, push, pull, or otherwise move objects or people.

Sit (Continuously): Maintaining a sitting posture for extended periods may include adjusting body position to prevent discomfort or strain.

Stand (Occasionally): Maintaining a standing posture for extended periods may include adjusting body position to prevent discomfort or strain.

Walk (Occasionally): Walking and moving around within the work area requires good balance and coordination.

Climb (Rarely): Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like using feet and legs; may also use hands and arms.

Twist/Bend/Stoop/Kneel (Occasionally): Twisting, bending, stooping, and kneeling require flexibility and a wide range of motion in the spine and joints.

Reach Above Shoulder Level (Occasionally): Lifting, carrying, pushing, or pulling objects as necessary above the shoulder, requiring strength and stability.

Push/Pull (Occasionally): Using the upper extremities to press or exert force against something with steady force to thrust forward, downward, or outward.

Fine-Finger Movements (Continuously): Picking, pinching, typing, or otherwise working primarily with fingers rather than using the whole hand as in handling.

Vision (Continuously): Close visual acuity to prepare and analyze data and figures and to read computer screens, printed materials, and handwritten materials.

Cognitive Skills (Continuously): Learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions in the context of a workflow.

Exposures (Rarely): Bloodborne pathogens, such as blood, bodily fluids, or tissues. Radiation in settings where medical imaging procedures are performed. Various chemicals and medications are used in healthcare settings. Job tasks may involve handling cleaning products, disinfectants, and other substances. Infectious diseases due to contact with patients in areas that may have contagious illnesses.

• Frequency Key: Continuously (100% - 67% of the time), Repeatedly (66% - 33% of the time), Occasionally (32% - 4% of the time), Rarely (3% - 1% of the time), Never (0%).

The above statements are intended to describe the general nature and level of work being performed by people assigned to the job classification. They are not to be construed as a contract of any type nor an exhaustive list of all job duties performed by individuals so classified.